Specialist - Administrative

Job Purpose The Administrative Specialist is responsible for providing high-quality administrative, reservations, and coordination support across RSSE's guest services and operational functions. The role ensures that bookings, guest enquiries, schedules, documentation, records, and internal communications are managed accurately, efficiently, and professionally to support seamless day-to-day operations. Working closely with Operations, Guest Services, Finance, Reservations, and other support functions, the Administrative Specialist plays an important role in coordinating guest requirements and ensuring information is communicated accurately across relevant teams. The position supports the smooth delivery of RSSE's watersports, diving, and land-based adventure experiences by maintaining reliable records, coordinating schedules and resources, and providing responsive administrative support. The role contributes directly to operational efficiency, service quality, and guest satisfaction by maintaining high standards of accuracy, organisation, confidentiality, professionalism, and customer service.

Key Responsibilities

Booking & Reservation Coordination

• Manage and process guest bookings and reservations for watersports, diving, land-based adventure activities, and other RSSE experiences accurately and within required timelines.
• Respond professionally to booking enquiries, confirmations, amendments, cancellations, availability requests, and special guest requirements.
• Provide guests with clear and accurate information regarding activities, schedules, availability, booking requirements, and relevant experience details.
• Maintain accurate and up-to-date booking records, guest profiles, payment information, confirmations, and supporting documentation within approved systems and trackers.
• Coordinate with Operations, Guest Services, Finance, and other relevant departments to ensure guest requirements, schedules, availability, resources, and operational requirements are aligned.
• Monitor upcoming reservations and proactively identify booking conflicts, missing information, or operational requirements requiring follow-up.
• Record and escalate guest feedback, complaints, or service-related concerns to the appropriate department and support timely follow-up and resolution.

Administrative Support

• Provide comprehensive day-to-day administrative support to RSSE operations and relevant departments.
• Prepare, review, process, and maintain administrative documentation, including booking confirmations, itineraries, invoices, receipts, contracts, reports, correspondence, and internal forms.
• Manage departmental correspondence through email, telephone, and other approved communication channels.
• Perform accurate data entry, filing, document control, record management, and general administrative duties.
• Support meeting coordination, including scheduling, preparation of documentation, and administrative follow-up where required.
• Maintain organised electronic and physical filing systems to ensure documents and information are easily accessible.
• Ensure administrative workspaces, records, files, and documentation remain organised and maintained to professional standards.
• Monitor administrative supplies and materials and coordinate replenishment when required.

Guest & Stakeholder Coordination

• Provide professional and responsive support to guests throughout the booking and administrative process.
• Liaise with internal teams to ensure guest requests and operational requirements are communicated accurately and addressed promptly.
• Maintain a professional, courteous, and service-oriented approach in all guest and stakeholder interactions.
• Support the coordination of special guest requests and requirements with relevant operational teams.
• Build effective working relationships with internal departments, resort partners, vendors, and other stakeholders supporting RSSE operations.

Financial & Records Administration

• Support invoicing, billing, payment tracking, and reconciliation activities in coordination with Finance.
• Maintain accurate administrative and financial records relating to bookings and guest transactions.
• Ensure payment information, receipts, invoices, and supporting documentation are recorded and maintained accurately.
• Escalate payment discrepancies or administrative issues to the relevant department for resolution.
• Handle guest, operational, and financial information with appropriate confidentiality and discretion.

Events & Operational Support

• Provide administrative support for RSSE events, promotions, seasonal activations, and guest experience programmes.
• Assist with schedules, guest lists, communications, documentation, and administrative requirements associated with events and activities.
• Support operational teams during peak booking periods, events, and high-demand periods where required.
• Coordinate administrative requirements with relevant stakeholders to support successful activity and event delivery.

Policies, Systems, Processes, Procedures, Standards & Reporting

• Comply with all relevant company policies, processes, Standard Operating Procedures (SOPs), work instructions, and administrative controls.
• Maintain accurate departmental reports, trackers, booking records, databases, and administrative documentation.
• Support the preparation of accurate and timely management information and operational reports.
• Ensure administrative activities are conducted consistently and in accordance with RSSE's service, confidentiality, and quality standards.
• Maintain confidentiality and appropriate controls when handling guest, employee, financial, and commercially sensitive information.

Desired Candidate Profile

High School Diploma or equivalent is required; a Diploma or Bachelor's degree in Business Administration, Hospitality Management, Tourism, Office Administration, or a related discipline is preferred.

Minimum of two (2) years of relevant administrative experience, preferably within hospitality, tourism, leisure, adventure, guest services, or another customer-facing operational environment.

Previous experience in reservations, booking coordination, guest support, office administration, data entry, or document management is highly desirable.

Proficiency in Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint.

Experience using booking systems, reservation platforms, CRM applications, or customer database systems is preferred.

Basic understanding of invoicing, billing, payment tracking, and financial administration is advantageous.

Experience supporting multiple departments or operational functions within a fast-paced environment is advantageous.

Fluency in written and spoken English is required; Arabic or additional language capability is advantageous.

Essential Skills

• High level of accuracy and attention to detail when processing bookings, records, guest information, and documentation.
• Strong organisational, administrative, and time-management skills.
• Ability to manage multiple priorities and competing deadlines effectively.
• Excellent written and verbal communication skills.
• Strong customer service and guest engagement capabilities.
• Ability to communicate professionally with guests, colleagues, management, vendors, and external stakeholders.
• Strong problem-solving skills and sound judgement when managing booking issues, guest requests, and administrative challenges.
• Ability to remain calm, organised, and service-focused within a fast-paced operational environment.
• Strong working knowledge of Microsoft Office and relevant administrative systems.
• High standards of confidentiality, professionalism, integrity, and reliability.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Flexible and adaptable approach to changing operational requirements.