Position Overview:
The Preview Center Administrator is to provide administrative support to preview operation team to smoothen functioning of the office and support the efficiency of the team. Also responsible for contract creation, with a focus on contracts and financing details. This includes ensuring the accuracy and completeness of the document.
Key Responsibilities:
- Keeping the office area tidy and organized, ordering, and managing office supplies, and ensuring the proper functioning of office equipment.
- Oversee and coordinate routine maintenance and repairs for the Preview Center building, including electrical, plumbing, and structural elements.
- Inputting and maintaining data, preparing reports, and creating and organizing documents
- Making travel arrangements, including booking flights, accommodation, and transportation for employees.
- Identify and evaluate potential vendors or suppliers based on the organization's needs, quality standards, and pricing requirements.
- Facilitate the onboarding process for new vendors, including contract negotiations, obtaining necessary documentation, and setting up vendor accounts.
- Assisting with onboarding processes, maintaining employee records, and coordinating P&C related activities
- Supporting basic bookkeeping tasks, such as processing invoices, expenses, and budget tracking, team member’s reimbursement
- Handling sensitive information with discretion and maintaining confidentiality
- Create contracts for all new applications, owner upgrade and Club Xplorer ensuring timeliness and accuracy.
- Be responsive to inquiries and queries from management regarding the contract status report.
- Act as a point of contact for managers and representatives seeking guidance on company policies and procedures related to contracts. Provide timely and accurate advice to ensure compliance.
- Coordinate and allocate resources, including personnel, equipment, and materials, to support project tasks.
- Serve as a liaison between the legal department and internal/external parties, coordinating communication and information sharing.
- Provide administrative assistance to the Preview Operations team, including handling inquiries and managing Preview Operations-related documentation.
- Provide contract installment calculation and FDB on requested scenario.
- Coordinate with other department to ensure smooth operation process (Marketing team, Club services, Resort, Quality Assurance team, Contract administration team and Financial team)
- Gathering complete contract documents and passed to related department.
- Support another Preview Centre on administrative related.
- Prepare detailed, comprehensive reports tailored to the needs of stakeholders, such as management, preview center team, financial team, payroll team, marketing team as per required.
- Generate and analyze sales reports to track performance metrics.
- Act as a liaison between the Preview Operations team, customers, and other departments within the organization to facilitate smooth communication and information flow.
- Handle contract-related disputes and assist in finding resolutions.
- Provide support to clients and internal stakeholders regarding contract inquiries and concerns.
Key Performance Indicators:
- Maintain high level of Guest Servicing when interacting with guests, either at Registration, Gifting or throughout the presentation.
- Proven experience in Preview Operation support or Preview Operations administration is beneficial.
- Strong organizational skills and attention to detail
- Excellent communication and interpersonal skills
- Customer-focused with a commitment to delivering high-quality service.
- Attainment of high internal and external customer satisfaction
- Ability to multitask and prioritize responsibilities effectively.
- Has good standards of grooming, personal hygiene, dress code and maintains punctuality,
- An active and positive team member.
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