Administration Specialist

We are currently seekinga detail-oriented and organizedAdministration Specialistto provide comprehensive support to our Hospitality team.Youwill play a key role in ensuring smooth day-to-day operations by handling various administrative tasks and supporting our staff members.

• Prepareandmanagebids, 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.
• Ensurethat 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 forteam memberssuch 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.
• Prepareand draft letters,reports, agendas, and papers for meetings.
• Inputs and updates information in databases and spreadsheets.
• Assist in data entry, generatingreports, and compilinginformation as required by the team.
• Assist in drafting and collating pitching material.
• Support team members with MS Word, PowerPoint and Excel based tasks.
• Ensure reportsand outputsare in line with formatting standards.
• Maintain office efficiency by organizing and implementing administrative systems, procedures, and policies.
• Control and maintenance ofteamdiaries, making appointments and arrangements for all meetings and inspections with clients, developers, agents, owners and colleagues.
• Prepareprecisetargetede-marketing emails.
• Liaise with internal and external accounts departments as required for raising of invoices, travel and expense reportingand 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.

• Minimum of5years proven experience as an Administrative Assistant, Secretary, or similar role, with a minimum of 2 years involvement in bids and proposals
• Excellent interpersonal andcommunicationsskills.
• Professional,pleasantand confidentmanner 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 tomaintainand improve filing systems.
• Attention to detail and