Administration Officer - PG

SAFRA National Service Association; Singapore; On-site; SGD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking an Administration Officer to support operations at their vibrant club. This role involves administrative tasks related to finance, car park management, and front desk operations. The ideal candidate will have a keen eye for detail, strong communication skills, and experience in the leisure or hospitality sector. You'll be responsible for ensuring smooth operations and timely reporting, contributing to an engaging environment for members. If you thrive in a dynamic setting and are eager to make a difference, this opportunity is perfect for you.

Qualifications

• Minimum GCE N/O/A Levels or Diploma in a relevant field.
• Meticulous attention to detail with high accuracy and efficiency.

Responsibilities

• Provide administrative support to Club Operations and finance.
• Ensure timely submission of invoices and approval papers.
• Compile monthly reports on utilities and club facilities.

Skills

Attention to Detail

Communication Skills

Interpersonal Skills

Time Management

Education

GCE N/O/A Levels or Diploma

Tools

MS Office

Office Management Software

Job description

ADMINISTRATION OFFICER, OPERATIONS – PUNGGOL

Main / Key Responsibility(ies) / Duties

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

Duties / Tasks

Car Park

1. Weekly checks on Car park Nets Settlement at EPS system to ensure no discrepancy.
2. Ensure that Contractor responds within 3 working days when EPS for Nets Settlement is down.
3. Liaising with contractor on regular servicing & breakdown of equipment.
4. Ensure Monthly Nets Settlement is in order compared to Purchase Reports.
5. Printing of Car Park Complimentary Tickets issued to Security for functions & events.
6. Printing of Sales of Car Park Tickets issued to Front Desk for Vendors, CS&M.
7. Preparation of Car Park Refund - ensure supporting documents for refund submission.
8. Monthly Purchase Reports for finance submission.
9. Maintaining of Vehicle IU Registration.
10. Preparation of Monthly Patronage (Peak & Non Peak) Reports.
11. Preparation of Monthly Car park Revenue Report.

Operations Department

1. Preparation of Approval Paper.
2. Ensure timely and accurate submission of Approval Papers & Invoices to Finance for payment.
3. Ops - Purchase & Claims.
4. Daily check on CCTV viewing & recording.
5. Monitor all Service Contracts/Renewal & Licensing.
6. Data entry and monitor financial figures.
7. Handle ad-hoc promotions.

Front desk

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

Club's Facilities (Shower Rooms & Games Rooms)

1. Compile and ensure accuracy in Monthly Club's Facilities Report.
2. Liaising with the external contractor on regular servicing & breakdown of equipment.

Feedback & Complaints

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

Water & Electricity Utilities

1. Compile monthly utilities consumption.

General

1. Filing for the Ops Dept.
2. Ensure all documents are organized.
3. Handle Generic Email account.
4. Submit Patronage number for reports.
5. 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 a relevant field.
• Meticulous attention to detail and follow-through; perform tasks with a 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 Holidays and Weekends, if needed.