Executive, Administrations (Hospitality)

Key Responsibilities

1. Administrative Operations
o Handle daily administrative tasks including filing, documentation, data entry, and correspondence.
o Maintain accurate and organized records (physical and digital) for smooth information retrieval.
o Prepare reports, memos, letters, and presentations as required by management.
o Coordinate internal communications, notices, and announcements across departments.

2. Office & Facilities Coordination
o Champion a culture of personalised, anticipatory service aligned with luxury hospitality standards.
o Monitor and manage office supplies, stationery, and equipment inventory.
o Liaise with vendors and service providers for maintenance, repairs, and procurement matters.
o Assist in scheduling routine facility upkeep, inspections, and servicing activities.
o Ensure a safe, clean, and well-maintained working environment.

3. Staff & Departmental Support
o Support department heads in organizing meetings, preparing materials, and following up on action items.
o Assist in onboarding processes for new staff – documentation, access setup, and workspace arrangements.
o Coordinate with HR and other departments for employee-related administrative matters.
o Maintain department calendars and appointment scheduling.

4. Compliance & Documentation
o Ensure compliance with internal policies and standard operating procedures (SOPs).
o Assist in the preparation and monitoring of audit-related documents and checklists.
o Keep confidential records secure and handle sensitive information with discretion.

5. Coordination & Communication
o Serve as a point of contact for internal and external stakeholders for administrative queries.
o Facilitate effective cross-departmental communication and coordination.
o Organize internal events, briefings, or activities when needed.

Requirements

1. Education:
o Bachelor's Degree in Healthcare or Business Administration, Office or Hospitality Management, or a related field.

2. Experience:
o Minimum 2 years of working experience as an administrative or office support role.
o Prior experience in a in hospitality industry.
o Experience in supporting cross-functional teams, scheduling, and office coordination.

3. Skills:
o Experience in supporting cross-functional teams, scheduling, and office coordination.
o Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
o Excellent verbal and written communication skills.
o Able to multitask, prioritize, and manage time effectively.
o High level of professionalism, discretion, and interpersonal skills.
o Proficient in Mandarin, English and Bahasa Malaysia language will be an added advantage.