Admin Coordinator at Wecleanit Services Limited

Job Summary:

The Admin Coordinator will provide comprehensive administrative support to Ay Homes, ensuring the smooth execution of daily operations and guest services. This role involves coordinating schedules, managing property documentation, and liaising with guests, vendors, and the operations team to maintain efficiency and deliver exceptional service.

Key Responsibilities:

Administrative Support:

1. Maintain and organize property records, rental agreements, and guest files.
2. Prepare reports on occupancy rates, revenue, and property performance metrics.
3. Coordinate meetings, appointments, and schedules for the operations team.
4. Manage correspondence, including emails and phone calls, ensuring timely responses.

Guest and Vendor Liaison:

1. Serve as the primary point of contact for guests, addressing inquiries and providing assistance during their stay.
2. Coordinate with vendors and service providers for property maintenance and supply deliveries.
3. Ensure guest feedback is documented and communicated to the appropriate teams for resolution.

Operations Coordination:

1. Assist in scheduling and assigning tasks to housekeeping and maintenance teams.
2. Monitor inventory levels of supplies and coordinate restocking as needed.
3. Support the onboarding process for new properties, ensuring all necessary documentation and preparations are complete.

Financial and Budget Oversight:

1. Process invoices and track expenses related to property management and operations.
2. Assist in budget preparation and monitor adherence to allocated budgets.
3. Reconcile petty cash and other administrative expenditures.

Compliance and Record Keeping:

1. Ensure compliance with company policies and local regulations for shortlet properties.
2. Maintain updated records of licenses, permits, and certifications for properties.
3. Keep track of staff attendance, schedules, and performance records.

Qualifications and Skills:

1. Education: Diploma or Bachelor’s degree in Business Administration, Hospitality Management, or a related field.
2. Experience:
   1. At least 2-3 years of experience in administrative or coordination roles, preferably in the hospitality or real estate industry.

Skills:

1. Strong organizational and multitasking abilities.
2. Excellent verbal and written communication skills.
3. Proficiency in Microsoft Office Suite and property management software.
4. Detail-oriented with strong problem-solving skills.
5. Ability to work independently and collaboratively within a team.

Key Competencies:

1. Time Management
2. Customer Service Orientation
3. Adaptability and Flexibility
4. Proactive Problem-Solving
5. Attention to Detail

Working Conditions:

1. Office-based with occasional travel to properties as required.
2. Flexibility to handle urgent guest or operational issues.