Administrator - Executive Office
Position Summary
The Administrator supports the Executive Office in ensuring smooth daily operations, effective coordination across departments, and proper governance of documentation and approval processes.
This role requires a highly organised and detail-oriented individual who is able to manage multiple priorities in a fast-paced hospitality environment while maintaining professionalism and confidentiality.
Key Responsibilities
Administrative & Coordination Support
- Screen telephone calls, enquiries and requests on behalf of the Executive Office, handling matters independently where appropriate.
- Manage incoming mail and correspondence, ensuring timely distribution and follow-up.
- Prepare and attend daily HOD morning briefings record and circulate accurate minutes with clear action points.
- Take minutes for ad hoc meetings as required.
- Prepare documents, reports, briefing materials and presentations for the Executive Office.
- Collate weekly and monthly operating reports as required and highlight discrepancies or concerns where appropriate.
Documentation & Governance Control
- Maintain an up-to-date master register of all hotel contracts (suppliers and contractors), ensuring contracts are reviewed by the Financial Controller, proper endorsement by the General Manager, copies are filed systematically in the Executive Office and shared with Finance.
- Facilitate the hotel's signatory and approval process, including contracts, purchase requests, entertainment approvals, complimentary rooms/house use requests, credit applications, cheques and invoices.
- Ensure all documents submitted for GM/EXCO approval are complete and supported with proper documentation.
- Maintain structured filing systems (electronic and hard copy) to ensure easy retrieval and audit compliance.
Guest & VIP Coordination
- Support coordination of VIP visits, meetings and agendas.
- Prepare and coordinate Welcome Cards, ensuring timely signing and delivery (as and when required).
- Manage the hotel Gift Certificate process, ensuring proper approval, issuance tracking and redemption coordination.
Office & Operational Support
- Assist in sourcing vendors and obtaining quotations for Executive Office or F&B projects as required.
- Ensure adequate stationery and office supplies for the Executive and F&B offices.
- Support general administrative tasks to facilitate smooth office operations.
Job Requirements
- Diploma in Business Administration, Hospitality Management or related discipline.
- Minimum 3-5 years of administrative experience, preferably in hospitality or service-related industries.
- Strong organisational skills with the ability to manage multiple priorities effectively.
- Excellent written and verbal communication skills.
- High level of accuracy and attention to detail.
- Professional, discreet and able to handle confidential information.
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Ability to work independently and collaborate effectively with multiple departments.
