Administration Officer - Operations (MF)

SAFRA National Service Association; Singapore; On-site; SGD 31,000 - 49,000; Full time

Job summary

SAFRA Mount Faber is seeking an Administration Officer (Operations) to handle essential administrative functions supporting the club’s operations. You will assist with finance-related tasks and other duties as directed to ensure smooth daily operations.

The role involves coordinating with service providers, processing documents, and maintaining organized records to support events, facilities, and member services at SAFRA Mount Faber.

Qualifications

• Minimum GCE N/O/A Levels or Diploma in relevant field.
• Meticulous attention to detail and follow-through; perform tasks with high degree of accuracy and efficiency with the ability to meet deadlines
• Experience working in the club, leisure or hospitality industry will be an advantage
• Outstanding communication and interpersonal abilities
• Excellent knowledge of MS Office and Office Management Software
• Able to work Public Holiday and Weekends, if needed

Responsibilities

• Admin tasks to support SAFRA Mount Faber operations and general club duties.
• Prepare and process payments, documents, and filing for admin/finance.
• Coordinate with vendors, contractors and internal teams for events and maintenance.
• Assist in roster, procurement, and inventory management for the club.
• Support handling inquiries and documentation for HR and admin needs.

Skills

Detail orientation

Time management

Communication skills

Education

Diploma or equivalent

Tools

MS Office Suite

Job description

SAFRA Mount Faber

Administration Officer (Operations)

You will be responsible for all administrative functions to support the effective operations of SAFRA Mount Faber. This includes general administrative support on Club's finance and other duties as and when directed.

Duties / Tasks

Car Park

• Conduct weekly checks on Car park Nets Settlement at EPS system to ensure no discrepancy.
• Ensure contractor respond within 3 working days when EPS for Nets Settlement is down.
• Liaise with the contractor on regular servicing & breakdown of equipment.
• Verify car park refund cases and prepare refund supporting documents.
• Maintain Vehicle IU Registration for all Vendors/Service Providers/Members.
• Prepare Monthly Patronage (Peak & Non-Peak) Reports. (to admin)
• Prepare Monthly car park Revenue Report. (to finance)
• Assist and prepare Vendor purchasing carpark coupons.
• Handwritten data entry for all printed carpark coupons.
• Liaise with LTA/NETS if there is a rejected amount.
• Prepare internal department purchase carpark coupons for event purposes.
• Set yearly public holiday calendar

Swimming Pool/Lifeguards

• Ensure service provider responds within 3 working days.
• Prepare Monthly Swimming Pool Nets Revenue report for Finance and Admin department submission.
• Prepare other monthly reports for Finance and Admin department submission.
• Assist in ordering pool-related items.
• Assist in claiming ad-hoc items for the team.
• Assist in filing the part-time lifeguard contract.
• Submit part-time lifeguard payment/giro to the finance department.
• Assist in ordering chemicals for the pool.
• To provide pool signage if required.

Customer Service Counter/Officers

• Prepare monthly rostering for Customer Service Officers.*
• Assist and brief the team if there are new projects/activities.
• Assist in preparing documents/forms for the team.
• Assist in ordering stationery for the team.
• Hire part-time staff where necessary.
• Arrange off / claims for the team.
• Prepare uniforms where required.
• Prepare ad-hoc documents if required (tender)
• Ensure team to hit compliment target. (if possible)

Housekeeping / Security / Maintenance

• Assign staff to locations where necessary (for event).
• Brief the team on upcoming events. Coordinate additional Ad hoc requests.
• LD if required.
• Prepare signage if required.

Operations Department

• Source and purchase maintenance-related items or services.
• Monitor all contracts and agreements’ expiry dates and report to the supervisor for renewal if necessary.
• Ensure timely payment to service providers and contractors.
• Assist Supervisor on Tender/Invitation to Quote where necessary.
• Assist all admin paperwork for Tender/Invitation to Quote.
• Prepare claims for Operation Department where necessary.
• Monitor utility usage and report any abnormalities immediately.
• Arrange weekly operations meetings with the team.
• Assist Customer/Members feedbacks and complaints. (Generic email/CRM)
• Data entry for feedback and carpark vehicle IU daily.
• Ensure monthly compliments hit the target.
• Assist with auditor enquiries if required.
• Assist in printing car park coupons where necessary.
• Coordinate closure of facilities and setup requirements with other departments.
• Keep track of budget spending and report any abnormalities immediately.
• Administrative work for all payments (scan, file and do closing for every FY)
• Liaise with CSO, LG, Security and Housekeeping team to ensure all facilities are in order and in operation
• Assist in covering the supervisor when out of the office.
• Assist with facilities amendments/refunds for members.

Cohesion Booking

• Coordinate closure of facilities and setup requirements with Cohesion Unit.
• Coordinate closure of facilities and setup requirements with Corporate Event from Projects department.
• Liaise with the POC for any necessary setup.

Other Duties

• Site Incident Controller (fire safety)
• Provide admin support when Admin/PA is out of office(e.g. supporting jackpot cash count/VIP IU registration)
• Assist to do ad-hoc club signages where necessary.
• Contact candidates/submit documents to HR on behalf of PA/supervisor.
• Any other task as assigned by Club Manager

Requirements:

• Minimum GCE N/O/A Levels or Diploma in relevant field
• Meticulous attention to detail and follow-through; perform tasks with high degree of accuracy and efficiency with the ability to meet deadlines
• Experience working in the club, leisure or hospitality industry will be an advantage
• Outstanding communication and interpersonal abilities
• Excellent knowledge of MS Office and Office Management Software
• Able to work Public Holiday and Weekends, if needed

• Only Singapore Citizens and Singapore Permanent Residents need apply.