Senior Specialist, Administrator, south Asia

The Administrator – Design supports the strategic plans and objectives of the Design & Technology Department. The function is to be supportive, hands-on, methodical and business focused; creating memorable moments for our guests, taking ownership for assigned activities whilst collaborating closely with their immediate report and key business partners in order to deliver quality results.

The job incumbent acts as an ambassador for the brand, reflecting the company culture and values. All work is carried out in accordance with company corporate policies, procedures and service concepts according to local requirements and regulations.

Roles/Responsibilities

Responsible for creating and maintaining a well-structured filing system for both digital and physical documents. Ensure all records are systematically organized, up-to-date, and easily retrievable, supporting smooth operations and compliance with internal policies and audit requirements.

Plan and manage all aspects of travel arrangements, including flight and hotel bookings, visa applications, ground transportation, and preparation of detailed travel itineraries. Ensure cost-effectiveness and compliance with company travel policies.

Track and verify expense claims, ensure timely submission of vouchers, and assist in compiling and processing reimbursement documentation in alignment with organizational finance protocols. Liaise with finance teams to resolve discrepancies and facilitate smooth transactions.

Attend meetings to accurately record minutes, highlighting key discussions, decisions, and assigned tasks. Distribute minutes promptly and follow up on outstanding action items to ensure accountability and progress.

Collaborate with relevant departments to gather required data and content for quarterly business reports and presentations. Assist in designing clear, visually engaging, and professional presentations using software such as Microsoft PowerPoint.

Maintain regular communication with both internal teams and external vendors or consultants to monitor and report the status of quarterly design fee submissions and approvals. Ensure timely follow-up to avoid delays and maintain transparency.

Maintain and update project milestone planners, tracking key deliverables and deadlines. Compile comprehensive presentation materials, ensuring accuracy, consistency, and visual appeal using tools such as Microsoft PowerPoint or other presentation software.

Tracking and following up on consultancy fee matters with internal and external stakeholders, with proper documentation of all interactions.

Support and assist in the smooth running of the administrative support department, exerting diligent processes whilst ensuring both property and company standards are attained and adhered to

Takes responsibility for the duties and tasks assigned to the role, ensuring that all work is carried out in a timely and professional manner

Collaborate with colleagues to maximize guest satisfaction and comfort, delivering a positive and responsive approach to enquiries and problem resolution

Develops and builds own skills, knowledge and experience at every opportunity within administrative support department, which aligns with the culture of growth, development and performance expected by the company

Ensures adherence to all legislation where due diligence requirements and best practice activities are planned, delivered and documented for internal and external audit, performing follow-up as required

Competencies & skills requirements

Experience in administrative support

Ability to adapt to changing service environments

Pro-active with a hands-on approach

Passion for the hospitality industry

Ability to manage work ensuring that tasks assigned are delivered

Personal integrity, with the ability to work in an environment that demands excellence

Strong communication and listening skills

Good IT skills specially PowerPoint

Ability to work collaboratively at all levels within the department

An open and positive personality

Ability to handle challenging priorities and assignments