Front Office Admin

VIBE HOTEL SINGAPORE ORCHARD; Singapore; On-site; SGD 42,000 - 60,000; Full time

Job summary

VIBE HOTEL SINGAPORE ORCHARD is seeking a capable Administrative Assistant to provide comprehensive support to the Front Office, including drafting correspondence, coordinating meetings, and maintaining records. The role also covers bookkeeping, filing systems, and updating daily reports to keep operations running smoothly.

You will manage the full procurement process, liaise with vendors, renew contracts, and drive staff and guests engagement initiatives while reporting progress on projects

Qualifications

• 2–3 years of experience in a similar position at this level.
• Experience providing administrative support in a fast-paced, multi-task environment.
• Excellent organizational, interpersonal, and communications skills.
• Ability to handle internal and external contacts at all levels with sensitivity and professionalism.
• Strong ability to maintain and treat highly confidential information with absolute discretion.
• Very presentable with an approachable yet confident personality, demonstrating flexibility and a can-do attitude.
• Highly adaptable, resilient, and able to work under pressure with limited supervision.
• Maintains high performance standards and meets schedules.

Responsibilities

• Provide administrative support including drafting correspondence, coordinating meetings, maintaining records and filing systems, bookkeeping, and updating daily reports.
• Manage procurement for Front Office, including sourcing quotations, making purchasing decisions, and ensuring timely resolution of outstanding purchase orders.
• Liaise with vendors regarding orders, supply needs, and contract renewals to ensure continuity and compliance.
• Plan, organise, and facilitate staff and guests engagement initiatives.
• Monitor and report on the progress of various projects, including those related to customer experience, process improvement, infrastructure upgrades, and other assignments.
• Develop, implement, and oversee projects, including the creation and management of associated documentation and materials.
• Perform any other duties assigned by supervisors, carrying them out diligently and professionally.

Skills

Organisational skills

Interpersonal skills

Communication skills

Discretion

Professional appearance

Adaptability

Deadline-oriented

Job description

Responsibilities

• Provide administrative support, including drafting correspondence, coordinating meetings, maintaining records and filing systems, bookkeeping, and updating daily reports.
• Manage the full procurement process for the Front Office Department, including sourcing and evaluating quotations, making purchasing decisions, and ensuring timely resolution of outstanding purchase orders.
• Liaise with vendors regarding orders, supply needs, and contract renewals to ensure continuity and compliance.
• Plan, organise, and facilitate staff and guests engagement initiatives.
• Monitor and report on the progress of various projects, including those related to customer experience, process improvement, infrastructure upgrades, and other assignments.
• Develop, implement, and oversee projects, including the creation and management of associated documentation and materials.
• Perform any other duties assigned by supervisors, carrying them out diligently and professionally.

Requirements

• Minimum of 2-3 years of experience in a similar position at this level.
• Demonstrated experience providing administrative support in a fast-paced, multi-task environment.
• Excellent organizational, interpersonal, and communications skills
• Ability to handle internal and external contacts at all levels with sensitivity and professionalism.
• Strong ability to maintain and treat highly confidential information with absolute discretion.
• Very presentable, with an approachable yet confident personality, demonstrating flexibility and a positive can-do attitude.
• Highly adaptable, resilient, and able to work under pressure and meet tight deadlines with limited supervision and minimal direction.
• Maintains high performance standards: ensuring that all work is effectively complete, monitors the progress of work against schedules and departmental requirements, works effectively by using a highly collaborative style.
• Prior hospitality experience preferred