Administration Officer (Ops) - PG

SAFRA National Service Association; Singapore; On-site; SGD 33,000 - 47,000; Full time

Job summary

SAFRA National Service Association in Singapore is seeking an Administration Officer, Operations to support club operations, car park management, front desk, and facilities administration. The role involves data entry, reporting, vendor liaison, and ensuring timely processing of approvals and invoices.

The candidate should have a minimum diploma or equivalent, strong attention to detail, excellent communication, and the ability to work on weekends/public holidays when required.

Qualifications

• Minimum GCE N/O/A Levels or Diploma in relevant field.
• Meticulous attention to detail and ability to meet deadlines.
• Experience in club, leisure or hospitality is an advantage.

Responsibilities

• Provide administrative support to Club Operations, including finance, registry, and car park matters.
• Maintain daily operations at front desk, facilities, and service contracts.
• Prepare reports, approvals, and invoices for Finance and vendor management.
• Data entry for member registrations and patronage reporting.
• Coordinate ad-hoc promotions and respond to enquiries from members/guests.

Skills

Attention to detail

Communication skills

Interpersonal skills

Vendor liaison

Time management

Education

Diploma / N/O/A Levels

Tools

MS Office

Office Management Software

Job description

ADMINISTRATION OFFICER, OPERATIONS - PUNGGOL

Singaporean or Singapore Permanent Resident

Main / Key Responsibility(ies) / Duties

• Administrative support to the Club Operations. The job covers general administration support on club finance, registry, car park matters and others.

Car Park

• Weekly checks on Car park Nets Settlement at EPS system to ensure no discrepancy.
• Ensure that Contractor respond within 3 working days when EPS for Nets Settlement is down.
• Liaising with contractor on regular servicing & breakdown of equipments.
• Ensure Monthly Nets Settlement is in order compare to Purchase Reports.
• Printing of Car Park Complimentary Tickets issue to Security for function & events.
• Printing of Sales of Car Park Tickets issue to Front Desk for Vendors, CS&M).
• Preparation of Car Park Refund - ensure supporting doc for refund submission.
• Monthly Purchase Reports for finance submission.
• Maintaining of Vehicle IU Registration.
• Preparation of Monthly Patronage (Peak & Non Peak) Reports.
• Preparation of Monthly Car park Revenue Report.

Operations Department

• Preparation of Approval Paper.
• Ensure timely and accuracy in submission of Approval Papers & Invoices to Finance for payment.
• Ops - Purchase & Claims.
• Daily check on CCTV viewing & recording
• Monitor all Service Contracts/Renewal & Licencing
• Data entry and monitor financial figures
• Handle ad-hoc promotions

Front desk

• Ensure CSO leave & OIL in good control.
• Raise operational efficiency and service level at Front Desk.
• Covering of CSO during their absence.

Club's Facilities (Shower Rooms, Games Rooms & Culinary Studio)

• Compile and ensure accuracy in Monthly Club's Facilities Report.
• Liaising with the external contractor on regular servicing & breakdown of equipment.
• Daily check facilities booking and to liaise with Member/Guest on the booking set up
• Assist in answering enquiries for all incoming bookings
• Prepare Event order whenever there is booking (1 week in advance)
• Ensure all facilities are kept clean, well-maintained, neat, and tidy at all times.
• Any other duties related to Facilities.

Feedback & Complains

• Data entry for all compliments (Ops, Vendor, Projects& Marketing)
• Compilation of feedback & complaint (CC Ratio).
• Monthly Submission of SQ Tracking Report to QI.
• Handle CRM feedback and complaint.

Water & Electricity Utilities

• Compile monthly utilities consumption

General

• Filing for the Ops Dept.
• Ensure all documents are within
• Handle Generic Email account.
• Submit Patronage number for reports
• Data Entry for Member’s IU registration

Other Duties

• 1. Performs any other duties assigned by management.
• 2. Performance with compliance to set deadlines for all reports submission and updates on all club matters reports preparation and generation including liaisons and vendors’ meetings coordination.
• 3. Provide regular updates on the status of reports, outstanding follow-ups and issues to resolve in a timely manner to prevent backlogs.
• 4. Any other ad-hoc assignments as directed by the immediate superior

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