Responsibilities
Job Description
The Executive, Administration is part of the Guest Service Department and provides general support to all the Operations Departments within the property, namely, Guest Service, Housekeeping, Engineering and Security Departments. He or she will ensure the overall timeliness and accuracy of all the tasks are being assigned to him or her and will report to the General Manager. The other job responsibilities include the following:
- Attend to all internal and external telephone calls
- Attend and respond to all general enquiries received via emails on a timely basis
- Check and certify true copies of all invoices
- Verify and ensure accuracy of the information on all invoices (ie; Delivery orders, amounts and billing entities)
- Raise purchase orders for all the departments through Oracle System for all departments and collaborate with Finance Department to process payments
- Keep stock of stationery and replenish them, if required
- Process commissions, submit department rosters in system and submit request quotations
- Assist reception if required (ie; attending to phone calls, enquiries and other related administrative work)
- Consolidate accrual information from all the departments and assist the managers to compile month-end reports
- Prepare performance reports based on information on hand
- Safekeep all contracts and licenses and follow-up on renewals
- Be involved in organising staff welfare related matters including administrative matters to assist new hires in settling down
- Daily settlement report checks for parking related matters
- Processing of season parking application and billing.
- Maintain administration records and coordinate with Finance for relevant accounting matters.
- Ensure accuracy of record entries
- Perform additional duties in addition to those listed/described above and/or vary the scope of work according to business requirements.
Job Requirements
The candidate must possess the following:
- Minimum 4 years of relevant administrative experience in the hospitality industry and/or Diploma in Business Administration or Hospitality Management
- Good personality and well-groomed
- Excellent telephone skills and good email etiquette
- Ability to multitask
- Ability to work independently and in teams
- Meticulous and service-oriented
- Displays initiative
- Good time management and organisational skills
- Strong verbal and written communication skills
- Ability to work with personnel from all levels
- Knowledge of Microsoft Office, Excel and Outlook are strongly preferred
