Hotline 1900 6965

Job Description

PDM Administration Executive

Responsibilities

    Job Purposes:

    Product Development Management (PDM) has always placed the highest value in customer experience, student progress, and quality products being delivered. We take pride in being innovators in the business, supporting other departments for product implementation, providing ongoing product support, and being the gatekeepers of Acade

    mic and Product quality.


    PDM Team Values

    • Passion for innovation & quality
    • Commitment to ILA’s Vision & Mission, the products, & getting the job done
    • Growth mindset to new ideas and feedback
    • Mutual respect for all team members and other departments to support ILAV growth and success.


    The administrative executive closely supports the product development department with administrative tasks that ensures efficient running of the department and successful product launches. 


    Main responsibilities include preparing and monitoring PDM and AMD budgets, update of all PDM documentation, GDrive & GoogleSites, and following up with all relevant departments on behalf of PDM.


    1. Administrative control of PDM Department

    • Data formatting / collection / reporting for ongoing PDM improvement projects on monthly, quarterly and annual basis
    • Follow up on PDM issues, action plans, and feedback with all departments and external suppliers
    • Schedule and organize all departmental meetings
    • Support for registration, payment, schedule for outside training / events; including ILA Teach
    • PDM stationary and resources ordering and maintenance
    • PDM team member HR matters (birthday celebrations & team events, for example)

    2. PDM Budget & Payments

    • Prepare and monitor budget file and department reforecast as directed by the department head.
    • Ensure payments of content creators / temporary staff has been approved by the relevant management and is submitted to HR in a timely manner.
    • Follow up on outstanding budget issues through close liaison with the finance department.

    3. Supplier contract & management

    • Ensure contracts are received and communicated between relevant parties, under direction from management.
    • Maintain copies and contract logs for internal departmental references.
    • Ensure payment of supplier contracts is completed according to the process in a timely manner, and any issues are communicated efficiently with the department heads.

    4. PDM GDrive & Google Sites update & maintenance

    • Update, maintain and communicate google drive improvements and google site updates as per product updates and departmental requirements
    • DOS Documentation for the Document Control System
    • Maintain and develop PDM documentation in-line with product requirements and policies, as directed by department managers.
    • PLs / GLs / WIs to be signed off and uploaded onto the DCS after full sign off from department heads.
    • Ensure executive is up to date on all policy and document updates from other departments.

    5. DOS Documentation for the Document Control System

    • Maintain and develop PDM documentation in-line with product requirements and policies, as directed by department managers.
    • PLs / GLs / WIs to be signed off and uploaded onto the DCS after full sign off from department heads.
    • Ensure executive is up to date on all policy and document updates from other departments.

    6. Meeting minutes taker and communicator

    • Ensure stakeholder meetings are attended minutes are maintained and communicated out at the end of meetings. Follow up with stakeholders on agreed action points.

    7. Research & Data analysis

    • Research and collect data for FY implementation plans, strategic plans and product improvement projects as required by product coordinators and management

    8. Summer School & Product Launches

    Support with other tasks key to product launches and Summer School as directed by line manager

    • Reminders
    • Translation
    • Data input as required

    9. AM meeting arrangement (Virtual / F2F)


    • Manage calendar for AM meeting, agenda. 
    • Liaise with presenters / departments and prepare links and materials
    • Room preparation and support during meeting

    10. Organise, monitor, and report on business and centre visit trips for the PDM and RAM team.

    • Manage DoS financial accounts (vinasun, grab, agoda, PDD credit card) and complete payment requests




Requirements

    Education:

    BA (any discipline)

    Proficient English - able to both speak, write & take notes in English,  in a professional setting.

    Experience:
    2+ years as an ILA staff member or equivalent industry experience

    Technical skills:
    • Competent user of Google Suite (GDrive, Slides, Docs, Sheets, Sites, Forms)
    • Virtual meeting software (Meets & Zoom)
    • Database systems
    • Reporting and data analysis
    • Comfortable using different software or applications as required
    • Microsoft systems
    • Knowledge of project management software preferred
    Soft Skills:
    • Excellent interpersonal skills and ability to work with local and expat staff
    • Excellent multi-tasking, organisational, and time-management skills
    • Collaboration (both intra- and interdepartmentally)
    • Communication (both intra- and interdepartmentally)
    • A great deal of energy and enthusiasm 
    • Ability to work in a team environment, multi-task and meet tight deadlines
    • Willing to proactively professionally develop

CANDIDATE INFORMATION (All information below is compulsory. Kindly complete all information)