This role is for an Office & Administration Manager, reporting to the Cluster General Manager or their designate. The successful candidate will be responsible for administering the day-to-day operation of the Executive office and providing comprehensive administrative support to the Executive Committee (EXCOM). This position demands professional, friendly, and engaging service while managing critical schedules and deadlines, and ensuring efficient organizational activities.
Key Responsibilities and Essential Job Functions
- Support the EXCOM by managing their schedules and deadlines while accommodating requests in a timely manner.
- Personally greeting all internal/external guests, offering support and directing enquiries.
- Consistently offer professional, friendly and engaging service.
- Administer the day-to-day operation of the Executive office.
- Prioritize all telephone calls, in-person visitors, and schedule appointments.
- Provide all office administration duties such as written correspondence, email, photocopying, and ordering office supplies.
- Maintain a confidential filing system for correspondence, policies, standards, regulations, and various matters related to the Executive office.
- Take minutes of meetings, compile and distribute them.
- Type confidential reports and letters.
- Order and coordinate travel for hotel staff, ensuring that all flights have been authorized.
- Arrange venue, equipment, and refreshments for meetings as required by the Cluster General Manager.
- Assist EXCOM in the preparation and compiling of draft contracts, presentations, and reports.
- Assist with project proposals and special events.
- Collect organizers and provide appropriate research data by utilizing all available resources, analysis, and resource administrative needs in innovative ways.
- Organize and supervise other office activities (recycling, renovations, event planning).
- Anticipate possible and probable hazards and conditions and either correct them or take action to prevent them from happening.
- Maintain the highest standards of personal hygiene, dress, uniform, appearance, body language, and conduct.
- Responsible business: show involvement and be interested in environmental and/or social issues by participating in ESG (Environmental, Social, and Governance) and departmental activities.
- In charge of monitoring and improving how the business is viewed online.
- Control correspondence.
- Handle Trust You request tracking, monitoring, and weekly reporting.
- Respond to guest views via OTA’s (Online Travel Agents), Google, and TripAdvisor and communicate findings to team members in a timely manner.
Qualifications and Requirements
- Bachelor's degree in Business Administration, Management, or a related field.
- Minimum 3–5 years of experience in office management or a similar administrative role.
- Strong organizational and time management skills with the ability to multitask and prioritize effectively.
- Excellent communication skills, both verbal and written.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Demonstrated knowledge of office management systems and procedures.
- Experience in budgeting and financial reporting.
- Proven problem-solving and decision-making abilities.
- Strong leadership skills with experience in supervising and training staff.
- Background in facilities management.
- Ability to work independently and collaboratively in a fast-paced environment.
- Professional certification in office management (e.g., Certified Administrative Professional) is a plus.
