Admin Executive

Job Summary

We are looking for a responsible and organized Admin Executive to support our Operations, Purchasing, Main Store, Linen, and Asset Management activities. This role will coordinate closely with the Operations Team and suppliers to ensure stock availability, timely deliveries, and smooth day-to-day operational requirements.

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Key Responsibilities

1. Operations & Procurement Coordination

• Coordinate with the Operations Team to understand and fulfill stock availability and operational requirements.
• Coordinate with suppliers to arrange and monitor the delivery of required items.
• Handle purchasing for office supplies and minor operational items.
• Prepare weekly Payment Vouchers and submit them to the Accounts Department for payment processing.
• Follow up on outstanding purchases, deliveries, and supplier-related matters.

2. Main Store & Stock Management

• Take charge of Main Store stock activities, specifically hotel amenities, linens, and minor operational items.
• Ensure stock levels are properly monitored and maintained according to operational requirements.
• Ensure stock reports from all properties are updated and maintained in an orderly manner.
• Lead the Main Store team in weekly stock packing and preparation.
• Coordinate stock distribution to properties based on operational requirements.
• Monitor stock movement and ensure proper documentation is maintained.
• Prepare monthly stock report to the management
• Having costing calculation experiences – would be added advantages

3. Linen & New Unit Setup

• Take charge of linen movement and coordination for new unit setups.
• Coordinate with the Operations Team on linen requirements for newly launched or reopened units.
• Ensure the required linen quantities are prepared, packed, recorded, and delivered accordingly.
• Monitor linen movement between the Main Store and properties.

4. Asset Management & Unit Termination

• Ensure operational assets are properly recorded, updated, and maintained in the company’s records.
• Monitor and maintain accurate asset movement records.
• Take charge of operational asset collection and coordination during unit termination processes.
• Coordinate with relevant teams to ensure assets are properly returned, transferred, or accounted for.
• Liaise with the Accounts Department on any applicable costs or charges to Owner Units arising from asset or operational matters.

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Requirements:

• Diploma or equivalent qualification in Business Administration, Management, Supply Chain, or a related field is preferred.
• Previous experience in administration, purchasing, inventory, store, or operations support will be an advantage.
• Good knowledge of Google Workspace, especially Google Sheets and Google Drive.
• Good organizational and coordination skills.
• Able to maintain accurate records and handle multiple tasks simultaneously.
• Able to work independently and coordinate effectively with different departments and suppliers.
• Able to work under pressure and meet deadlines.
• Responsible, detail-oriented, and proactive in following up on tasks.

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Benefits:

• Transportation Allowance
• Learning & Development Opportunities