Admin Officer, Golden Hope Campus

Job Description:

Event and Room Booking

• Receive and manage corporate and private bookings for the Campus via the Online Booking System (OBS) and other manual arrangements

• Handle booking enquiries received

• Ensure booking confirmations/ payments for the bookings/ events are made and received promptly.

• Communicate the details of the bookings and coordinate with all parties involved i.e. housekeeping, F&B, maintenance, etc.

• Prepare financial statements/ reports on the events conducted at the Campus.

• Manage the Front Office and serve as the primary customer-facing representative, providing the guests with good experience upon checking in/ out.

• Handle guests’ enquiries and requests on facilities available at the Campus and other related matters.

Finance and Vendor Support

• Process invoices, handle petty cash, and track expenses accurately.

• Receive and process invoices for GHC-related expenses, coordinate finance payments, and liaise with the tax and finance teams on related matters.

• Assist the respective units with the end-to-end sourcing requirements for the Campus for both OPEX and CAPEX in line with the GPPA.

• Prepare sourcing documents, purchase requisition (PR) and purchase order (PO), eCapex requirements, etc. for any purchases as and when required and ensure that deliveries are as per request and specifications

• Active coordination with Vendors to ensure timely execution and within approved/ allocated budget.

• Liaising with Group Procurement and Finance in creating/ extending new vendors.

• Vendor performance review for contract/ OVR renewal

• Ensure proper filing and documentation of financial records

Administrative and Maintenance Support

• Prepare internal reports, approval papers/ requests as and when required for further consideration by the appropriate parties/ approving authorities.

• Manage the communications and interact with local authorities for fact finding and general advice on compliance matters.

• Monitor the expiry and renewal of all related licenses/ registration/ approvals held by the Campus.

• Monitor the expiry/renewal and sourcing timeline of all purchase contracts entered into by the Campus (excluding central/ framework agreements).

• Provide administrative and clerical support to the Campus and staff.

• Ensure best upkeep of the front office and responsible for ensuring smooth operations of the front office and propose the best options to minimize admin cost and expenses.

• Responsible for procuring and ensuring proper stock management of office supplies and consumables.

• Ensure scheduled payments are paid promptly.

• Safekeep and maintain proper filing system for company documents and ensure safe custody of files and confidentiality for the Campus

• Organize, sorting and disseminate correspondence, initiating telecommunications, photocopying and printing.

• Dealing with telephone and email enquiries.

Job Requirements

• Diploma Business Administration, Office Management, Accounting, or related field.

• Minimum 2–3 years’ experience in administrative or office support roles (hospitality/resort environment is an advantage).

• Proficient in Microsoft Office (Excel – advanced formulas & reporting, PowerPoint – presentations, Word – documentation).

• Basic knowledge of accounting principles and financial record-keeping/bookkeeping.

• Strong organizational, multitasking, and communication skills.

• Good interpersonal skills with a professional and service-oriented attitude.

To apply, please submit your resume and cover letter outlining your interest for this role.