Job Summary
The Administrative Executive supports hotel operations by managing licensing, leasing, and administrative functions. This role ensures the hotel remains compliant with regulatory requirements, oversees tenant leasing matters (if the hotel has retail/office spaces), and provides administrative support.
Key Responsibilities
Licensing & Compliance
- Manage and maintain all hotel licences and permits (hotel licence, F&B licence, liquor licence, fire safety certification, swimming pool/gym permits, etc.).
- Track licence expiry dates and ensure timely renewals.
- Prepare and submit licence applications, renewals, and supporting documents to relevant authorities.
- Liaise with government agencies, regulatory bodies, and external vendors.
- Maintain organised digital and physical records of licensing, audits, and regulatory compliance documents.
Leasing & Rental Management
- Manage leasing documentation for hotel retail units, kiosks, or tenant spaces.
- Prepare, review, and track lease agreements, tenancy renewals, and rental schedules.
- Monitor lease expiry dates and coordinate timely renewal discussions with tenants and management.
- Liaise with tenants regarding rental matters, documentation, and compliance requirements.
- Maintain accurate records of tenancy agreements, payment terms, and leasing correspondence.
- Coordinate with Finance on rental invoicing, deposits, and billing matters.
Administrative Support
- Perform daily administrative duties including documentation, filing, correspondence, and data entry.
- Assist with procurement of office supplies, equipment, and operational materials.
- Prepare reports, meeting materials, audit documents, and presentation files.
- Manage incoming calls, emails, and visitor enquiries in a professional manner.
Operations & Coordination
- Arrange internal meetings, staff events etc
- Coordinate tenant maintenance and repair requests with internal engineering team, as well as external vendors and contractors.
- Support inspection preparations and ensure compliance with hotel SOPs.
- Provide administrative assistance to the General Manager.
Requirements
- Diploma in Business Administration, Hospitality Management, Real Estate, or a related field.
- 1-3 years of administrative or leasing experience hospitality experience is an advantage.
- Knowledge of hotel regulatory requirements and basic leasing processes is preferred.
- Proficient in Microsoft Office (Word, Excel, PowerPoint).
- Strong organisational skills, attention to detail, and ability to multi-task.
Personal Attributes
- Professional, responsible, and service-oriented.
- Strong communication and interpersonal skills.
- Able to work independently and as part of a team.
- Highly organised, proactive, and able to handle confidential information appropriately.
