Executive, Administration (lyf)

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 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 lyf Champion. The other job responsibilities include the following:

. Respond to all incoming calls and emails, complying with the established Standard Operating Procedures and Corporate Standard and Guidelines.

o Assist reception if required (ie attending to phone calls, enquiries and other related administrative work)

o To coordinate any guest request or work order on Know Cross to the relevant departments, monitor completion status and to escalate to the respective HODs for any urgent requests.

. Assist Sales Lead in responding to all sales enquiries pertaining to lyf Funan Singapore with follow-up actions.

. Assist in Guest Service duties such as but not limited to, processing reservations, checking of data accuracy on Property Management System, preparing for guest arrivals and requests, welcome cards and birthday cards

o VIP/long stay guests management such as, setting email alerts for upcoming VIP/long stay guests who will be checking in, in the coming weeks, update of logbook of current in-house VIP/long stay guests

o Keep stock of stationery, corporate gifts and replenish them, if required

o To assist as the main point of contact for third party vendors and to follow up on any miscellaneous matters.

o Creation of red dot payment links and following up of payment with guests or bookers.

. Assist in Administrative duties such as but not limited to,

o Ensure departmental documentation and filings are in order, including security deposit waivers and credit facility applications.

o To assist respective HODs to monitor and overseeing the stock inventory for their department, ensuring materials are issued and are replenished accordingly.

Conduct stock take /check at least once a month

o Assist to coordinate, liaise closely with the relevant department and authorities to ensure smooth process in obtaining operational licenses or contracts. Safekeep all operational contracts and licenses and follow-up on renewals

o Maintain administration records and coordinate with Finance for relevant accounting matters.

o Consolidate accrual information from all the departments

o Compile month-end reports such as

Know Cross analysis - Types of service requests, average time for request completion per dept

Housekeeping Reports closing inventory report

Engineering defect reports

Security incident reports

o Be involved in organizing staff welfare related matters including administrative matters to assist new hires in settling down (Locker, pass issuance)

. To assist HODs with Finance related matters

o Check and certify true copies of all invoices

o Verify and ensure accuracy of the information on all invoices (ie Delivery orders, amounts and billing entities)

o Process commissions, submit department rosters in system and submit request quotations

o Consolidate accrual information from all the departments and assist the managers to compile month-end reports

. Perform additional duties in addition to those listed/described above and/or vary the scope of work according to business requirements.

Employability Partner: NTUC's e2i (Employment and Employability Institute)