Administrative Executive (Village Hotel Katong)

Far East Organization; Singapore; On-site; SGD 30,000 - 42,000; Full time

Job summary

Far East Organization is seeking an organized Administrative Assistant to support multiple Heads of Department in a busy hotel environment in Singapore. You will encode correspondence, prepare reports, screen calls, and coordinate meetings with internal teams and clients.

You will raise Purchase Requisitions, monitor GRSA and capex progress, manage inbound and outbound correspondence, arrange travel, and ensure compliance with guidelines while maintaining confidentiality and a tidy office.

Qualifications

• Provide administrative support to Heads of Department and handle correspondence.
• Assist in raising Purchase Requisitions and monitor GRSA and capex progress.
• Liaise between departments and Hotel management; follow up on pending documents.
• Schedule meetings and travel arrangements.
• Assist with customer inquiries and management reports.
• Manage internal and external correspondence and maintain confidentiality.
• Ensure compliance with guidelines and assist with office supplies.

Responsibilities

• Provide administrative support to various Heads of Department, including encoding correspondence, reports, and documents; screening calls and visitors.
• Assist in raising Purchase Requisitions and monitor GRSA and capex progress for all departments.
• Act as liaison between departments and Hotel management; follow up on pending documents as requested by Heads.

Job description

• Provide administrative support to the various Heads of Department by encoding correspondence, reports & documents, handling or screening of incoming calls and random visitors, setting meeting with various departments and clients.
• Assist in raising Purchase Requisitions and monitoring purchase related items including but not limited to Goods Received/Service Accepted (GRSA) and capex progress monitoring for all departments.
• Acts as liaison between various departments and Hotel manager and make follow-ups to different departments, company, person any pending documents as requested by the Head of Departments including the status thereof.
• Schedules and coordinates appointments, meetings and events, including registration and travel arrangements as necessary.
• Assists with customer inquiries and problem resolution as well as completion of management reports which requires input from all departments as well as monitoring guests’ reviews and staff compliments.
• Manage all inward and outward correspondence of the hotel to ensure timely and accurate receipt and dispatch of the same.
• Set-up and maintain Management Office’s correspondence files and ensure safe custody and confidentiality.
• Stock up stationery and ensure all office/equipment are of good working conditions.
• Provides support in ensuring all compliance matters are adhered to in accordance with the guidelines set out.
• Any other responsibilities or projects assigned by the Hotel Manager and Heads of Department.
• Provide administrative support to the various Heads of Department by encoding correspondence, reports & documents, handling or screening of incoming calls and random visitors, setting meeting with various departments and clients.
• Assist in raising Purchase Requisitions and monitoring purchase related items including but not limited to Goods Received/Service Accepted (GRSA) and capex progress monitoring for all departments.
• Acts as liaison between various departments and Hotel manager and make follow-ups to different departments, company, person any pending documents as requested by the Head of Departments including the status thereof.
• Schedules and coordinates appointments, meetings and events, including registration and travel arrangements as necessary.
• Assists with customer inquiries and problem resolution as well as completion of management reports which requires input from all departments as well as monitoring guests’ reviews and staff compliments.
• Manage all inward and outward correspondence of the hotel to ensure timely and accurate receipt and dispatch of the same.
• Set-up and maintain Management Office’s correspondence files and ensure safe custody and confidentiality.
• Stock up stationery and ensure all office/equipment are of good working conditions.
• Provides support in ensuring all compliance matters are adhered to in accordance with the guidelines set out.
• Any other responsibilities or projects assigned by the Hotel Manager and Heads of Department.