Administration Specialist

We are currently seeking a detail-oriented and organized Administration Specialist to provide comprehensive support to our Hospitality team. You will play a key role in ensuring smooth day-to-day operations by handling various administrative tasks and supporting our staff members. Prepare and manage bids, ensuring all necessary documents are collected, reviewed, and presented in a timely and professional manner.

This includes gathering data, specifications and supporting materials. Conduct research on potential clients, competitors, and market trends is to create competitive and relevant bid proposals that reflect the company's strategic approach and value proposition.

Ensure that all bids adhere to client requirements, company standards, and regulatory guidelines, reviewing all documents for accuracy, completeness, and consistency prior to submission. Assist with evaluating feedback from clients, tracking the status of bids, and preparing reports on bid outcomes to improve future bidding strategies and identifies areas for improvement.

Make travel arrangements for team members such as booking flights, cars, and hotel reservations. Organize and maintain documents, records, and files (including emails, reports, letters, schedules, forms and tender documents) in paper and/or electronic format, ensuring accuracy and easy retrieval. Ensure all documents have a file path for reference. Prepare and draft letters, reports, agendas, and papers for meetings.

Inputs and updates information in databases and spreadsheets. Assist in data entry, generating reports, and compiling information as required by the team. Assist in drafting and collating pitching material. Support team members with MS Word, PowerPoint and Excel based tasks. Ensure reports and outputs are in line with formatting standards.

Maintain office efficiency by organizing and implementing administrative systems, procedures, and policies. Control and maintenance of team diaries, making appointments and arrangements for all meetings and inspections with clients, developers, agents, owners and colleagues. Prepare precise targeted e-marketing emails.

Liaise with internal and external accounts departments as required for raising of invoices, travel and expense reporting and other items. Ensure files adhere to audit regulations. Arrange and execute post and courier services. Answer phone calls, respond to emails, and handle correspondence on behalf of the team.

Handle computer/database (KF Database, Contacts Register, Hub). Maintain correct contact information on People Search for the department.

Requirements

• Minimum of 5 years proven experience as an Administrative Assistant, Secretary, or similar role, with a minimum of 2 years involvement in bids and proposals
• Excellent interpersonal and communications skills.
• Professional, pleasant and confident manner in making and receiving phone calls.
• Strong organizational and problem-solving abilities.
• Ability to take initiative and work proactively.
• Ability to work through periods of high workload.
• Ability to maintain and improve filing systems.
• Attention to detail and a high level of accuracy.
• Ability to maintain confidentiality and handle sensitive information.
• Strong team player with the ability to build relationships.
• Flexibility, adaptability, and a co-operative attitude.
• Understanding of regional business culture and regulations.
• Software: Microsoft Office programs (Excel, PowerPoint, Outlook and Excel) to an advanced level including mail merge.
• Language skills: Fluency in English, written and verbal.