Admin Assistant

Job Accountabilities

1. Key Responsibilities and Duties

• Organize Files and Records: Maintain all files, records, and databases in an organized manner.
• Audit and Inventory: Conduct monthly audits of operations, asset tagging, stock cards, and inventory lists.
• Meeting Minutes: Ensuring that accurate and comprehensive records are kept of discussions, decisions, and actions taken during meetings.
• Billing and Invoices: Handle all incoming bills and invoices from service providers, ensuring prompt payment and close follow-up.
• Service Provider Performance: Prepare performance certificates for service providers.
• Credit Control: Collect payments from members/ customers on a daily basis and consolidate these collections to be submitted weekly.
• Agreement Master list: Maintain a complete and updated master list of agreement files, including information on lots and compiling service provider agreements.
• Overtime Compilation: Compile and cross-check staff overtime records according to time check in/ out.
• Staff Roster: Compile and update staff roster every month. Responsible for liaising with HRIT regarding ad hoc roster changes that need to be updated in HR system.
• Memo and Letters: Prepare memos and letters as needed by management.
• Signage & Notice: Create and manage visual communication materials to inform and attract members, customers or visitors. This includes broadcasting seasonal offers, upcoming events, updated operating hours during the festive season, tournaments, and designated areas within the premise and, etc according to UEMS & Estuari Sports Centre requirements.
• Facility Maintenance: Backup and support sports facility tasks, including rounding routine maintenance tasks to ensure the cleanliness, safety, and functionality of sports facilities, including courts, fields, equipment, and surrounding areas. Coordinate with inventory checking of necessary items to support ongoing facility operations and maintenance activities.

1. Operations

• Coordinate office activities effectively.
• Backup Operation: Provide backup support for operations when needed.
• Perform other appropriate tasks assigned by the Operations Executive.
• Process registrations, payments, and documentation.
• Coordinate sports programmes, tournaments, and events.
• Monitor office supplies and administrative resources.
• Support management with day-to-day operational tasks.
• Ensure compliance with organisational policies and procedures.

Qualifications

Formal Education

• Diploma in Business Administration, Office Management, Sports Management, or a related field is an advantage.

Work Experience

• Requires at least two (2) years’ experience in a related field.

Skills / Knowledge / Qualifications

• Strong organisational and time management skills.
• Excellent verbal and written communication skills.
• Good customer service and interpersonal skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Ability to use booking, scheduling, or facility management systems.
• Knowledge of office administration procedures and practices.
• Basic understanding of sports centre operations, programmes, and facility management.
• Knowledge of customer service principles and practices.
• Familiarity with record management and document control.
• Basic knowledge of financial administration, including payment processing and invoicing.
• Understanding of workplace health, safety, and organisational policies.