Senior IT Support Analyst at Singapore Regional Office with Marriott Vacations Worldwide - Career Site

Date Posted: 7/20/2018

Job Snapshot

Job Description

Are you ready to grow your dream career while making others' vacation dreams come true? Marriott Vacations Worldwide is a world premier organization for Vacation Ownership with resorts at destinations around the globe. Join our team and help deliver unforgettable experiences that make vacation dreams come true.

JOB SUMMARY

Manage the IT Administrative and Procurement tasks for Asia Pacific projects, including relationships with vendors, securing bids and quotations for projects, presenting final estimates to IT management, ordering of equipment, coordinating the delivery of equipment to sites, arranging and overseeing the billing processes for each location. Generate purchase orders, agreements, contracts etc. as required. Facilitate departmental orientation and training of new hires. Reconcile expenses (internal and external).

Support the IT team with asset management; create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc. Oversee, collate and catalogue market research, project analysis and vendor/resource library. Effectively manage multiple projects at the same time, meet deadlines and exhibit strong communication skills.

Manage daily administrative operation of the IT department at the MVCI Asia Pacific Regional Office. Securely transmit information or documents using a computer, mail, or facsimile machine. Operate standard office equipment other than computers. Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software. Handle incoming and outgoing mail, including date stamping and distributing incoming mail. Compile, copy, sort, and file records of office activities, business transactions, and other activities. Enter and locate work-related information using computers.

Follow all company and safety and security policies and procedures; ensure uniform and personal appearances are clean and professional. Maintain confidentiality of proprietary information and protect company assets. Report all accidents, injuries and unsafe work conditions to management. Welcome and acknowledge all guests according to company standards, anticipate and address guests' service needs, assist individuals with disabilities, and thank guests with genuine appreciation. Speak with others using clear and professional language; answer telephones using appropriate etiquette. Prepare and review written documents accurately and completely; read and visually verify information in a variety of formats. Comply with quality assurance expectations and standards. Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of employees. Move, lift, carry, push, pull, and place objects weighing less than or equal to 5kg without assistance. Perform other reasonable job duties as requested by Supervisors.

CORE WORK ACTIVITIES

Responsibilities:

Procurement

  • Liaise with AP vendors to provision IT equipment as directed by IT management.
  • Secure bid, quotations etc. and prepare / present a summary of the estimate to IT management.
  • Coordinate the timely ordering and delivery of IT equipment to the MVCI Asia Pacific Regional Office, or project locations required.
  • Liaise with Finance team and vendors to ensure invoices are settled within the agreed terms.

Asset Management

  • Create and maintain a thorough and efficient record system to track all IT asserts across AP region.
  • Oversee, collate and catalogue market research, project analysis and vendor/resource library.
  • Coordinate the leasing of IT equipment as directed by IT management
  • Liaise with IT and site management to coordinate the return of IT equipment for all leavers.

Office Administration

  • Welcome internal and external guests.
  • Prepare and process timesheets, make travel arrangements, complete expense reports and process invoices.
  • Screen, sort and distribute all incoming mail and packages to appropriate personnel.
  • Coordinate all appointments and meetings for senior staff members.
  • Transmit information or documents using mail or facsimile machine.
  • Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, calculator, and electronic peripherals.

Policies and Procedures

  • Protect the privacy and security of guests and coworkers.
  • Maintain confidentiality of proprietary materials and information.
  • Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.
  • Follow company and department policies and procedures.
  • Perform other reasonable job duties as requested by Supervisors.

Safety and Security

  • Follow company and department safety and security policies and procedures to ensure a clean, safe, and secure environment.
  • Report work related accidents, or other injuries immediately upon occurrence to manager/supervisor.
  • Follow policies and procedures for the safe operation and storage of tools, equipment, and machines.
  • Maintain awareness of undesirable persons on property premises.
  • Follow property specific procedures for handling emergency situations (e.g., evacuations, medical emergencies, natural disasters).
  • Use proper equipment, wear appropriate personal protective clothing (PPE), and employ correct lifting procedures, as necessary, to avoid injury.
  • Identify and correct unsafe work procedures or conditions and/or report them to management and security/safety personnel.

Communication

  • Provide assistance to coworkers, ensuring they understand their tasks.
  • Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.
  • Discuss work topics, activities, or problems with coworkers, supervisors, or managers discreetly and quietly, avoiding public areas of the property.
  • Speak to guests and co-workers using clear, appropriate and professional language.

Working with Others

  • Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.
  • Develop and maintain positive and productive working relationships with other employees and departments.
  • Support all co-workers and treat them with dignity and respect.

Quality Assurance/Quality Improvement

  • Identify and recommend new ideas, technologies, or processes to increase organizational efficiency, productivity, quality, safety, and/or cost-savings.
  • Comply with quality assurance expectations and standards.
  • Monitor the performance of others to ensure adherence to quality expectations and standards.

Physical Tasks

  • Move up and down stairs and/or service ramps.
    • Move, lift, carry, push, pull, and place objects weighing less than or equal to 50 pounds without assistance.
    • Stand, sit, or walk for an extended period of time or for an entire work shift.
    • Enter and locate work-related information using computers.

Personal Computer Support

  • Maintain accurate inventory of desktop and laptop computers and related peripherals (e.g. printers, scanners, etc).
  • Support the IT team with the development of training materials and procedures related to the proper use of hardware and software.

Physical Security

  • Support the Information Resources team with:
    • Educating users regarding procedures for ensuring physical security of technological devices (e.g., personal computers, handheld devices including cell phone, Blackberry).
    • Ensuring all backup tapes are locked in a secure location.
    • Educating users regarding procedures for securing Personal Identifiable Information (PII).
    • Ensuring the workshop, computer and telephone rooms are kept locked at all times and access is restricted.
    • Ensuring that computer and telephone rooms are free of food, drink, and trash.
    • Maintaining compliance with policies regarding limiting the storage of excess materials in the computer and telephone rooms.
    • Ensuring redundant hardware is decommissioned, wipe and disposed in strict accordance with corporate policies

PREFERRED QUALIFICATIONS

Education:

High school diploma/GCSE/ O'Level equivalent (essential)

Technical IT training (an advantage)

Related Work Experience:

Experience in Procurement, preferably within an IT environment

Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.