Company description

Publicis Groupe is not just a company you work for; it’s a platform for you to take your talent to the world.

If you want to help change the world, ideas alone are not enough. Real impact can only come from having meaningful access to a world of knowledge, people and resources. At Publicis Groupe, you are connected to our global network, intelligence, tools, clients, brands and 80,000 brilliant minds with expertise in data, technology, media, strategy, creativity and business transformation, all literally at your fingertips.

Go ahead, the world is waiting.

Overview

The Travel and Office Services Associate will provide comprehensive support for travel arrangements, expense management, and general administrative tasks, including reception coverage. This role requires a service-oriented professional with exceptional organizational skills to manage multiple responsibilities efficiently. The Associate will streamline travel and expense processes, ensure compliance with company policies, and assist with ad hoc administrative duties to enhance the overall employee experience

Responsibilities

1. Travel Booking and Coordination

2. Coordinate end-to-end travel bookings, including flights, accommodations, transfers, and other travel needs in accordance with company policies.

3. Respond promptly to travel-related inquiries and proactively troubleshoot issues employees may encounter.

4. Compliance and Documentation

5. Ensure all travel arrangements comply with company policies and adhere to budget guidelines.

6. Obtain required approvals for travel bookings in line with established guidelines and approval workflows.

7. Prepare and provide travellers with detailed travel confirmations, ensuring they receive complete and accurate information.

8. Process and manage travel-related documentation, including purchase orders, in accordance with financial controls.

9. Collect, organize, and verify invoices and receipts to maintain accurate records and facilitate reporting.

10. Maintain and update traveller records for accuracy and consistency.

11. Compile detailed travel reports, including spend analysis and carbon footprint data, to support sustainability reporting and compliance.

12. Travel Support and Issue Resolution

13. Provide clear guidance on travel requirements, including visa applications and other travel-related compliance needs.

14. Offer real-time support to employees during travel, including assistance with flight changes, hotel modifications, and urgent travel needs.

15. Continuous Improvement

16. Collect feedback on travel experiences to identify and address areas for improvement.

17. Collaborate with the Global Travel, Workplace Experience, and Amex Travel teams to enhance service delivery, implementing process improvements or policy updates as needed.

18. Expense Desk Support

19. Assist employees in submitting accurate expense claims in line with company policies.

20. Process expense claims promptly to ensure compliance with financial controls.

21. Reception Coverage (As needed)

22. Provide professional and welcoming reception coverage as needed, ensuring a seamless front-desk experience.

23. Manage incoming calls, emails, and visitor inquiries efficiently and courteously.

24. Coordinate visitor management, including issuing passes, maintaining logs, and notifying relevant personnel.

25. Support administrative tasks related to front-desk operations, such as mail management and courier coordination.

26. General Administrative Support

• Assist with ad hoc administrative tasks to support the efficient operation of the office.

• Collaborate with team members and departments to handle special projects or urgent administrative needs as required.

• Provide backup support for other administrative functions during peak periods or staff absences.

Qualifications

• Experience: Minimum of 2 years in a corporate travel desk or related role.

• Skills: Strong organizational and multitasking abilities; excellent communication and interpersonal skills.

• Knowledge: Familiarity with travel bookings; understanding of compliance and financial processing policies is beneficial.

• Personal Attributes: Service-oriented, proactive, detail-focused, and effective in managing urgent requests and unexpected issues.

Additional information

Publicis Groupe is the third largest communications group in the world. Founded in Paris in 1926, we are present in more than 100 countries as leaders in marketing, communication, and digital business transformation. Two of its biggest solution hubs in Singapore - Publicis Communications and Publicis Media & Digital.

Publicis Communications, the creative communications hub of the Publicis Groupe, is a collective of the most passionate, purposeful, and progressive creative agencies in Singapore. They are Publicis Worldwide, Leo Burnett, Saatchi & Saatchi, Prodigious, and MSL.

Publicis Media & Digital, which is comprised of global media agency brands Starcom, Zenith, Spark Foundry, and Performics, is powered by digital-first, data-driven global practices that together, help our clients navigate the modern media landscape.

Our two other solution hubs, Publicis Sapient and Publicis Commerce, empower businesses to embrace digital transformation and equip them with a total commerce experience.