Administrative Assistant

Job Purpose

To ensure that members and colleagues receive prompt and cordial attention in order to maximize efficiency and satisfaction in accordance with the Club’s Standards, Policies, and Procedures laid down by the Management.

1. Main Duties (Job Related Duties) Membership Administration

• Assist the Membership team with day-to-day tasks to ensure efficient service delivery.
• Maintain accurate filing systems for:
• Individual master files
• Membership renewal invoices
• Other documents as requested by the Membership Administrator (MA) or Membership Manager (MM).
• Ensure all individual master files are complete and updated (numbering, forms, passport copy, visa page, photos, receipts, CCA, etc.), properly stamped and scanned.
• Notify MA/MM of any missing documents, especially prior to renewal.
• Maintain records of resigned, suspended, or cancelled memberships.

New Member Onboarding

• Prepare new joiner packs including:
• Membership card
• Car sticker
• Bag tag
• Pen
• Club brochure
• Membership benefits
• Golf tournament calendar
• Welcome letter.

Membership Renewal

• Verify each membership invoice submitted during renewal.
• Coordinate with Accounts Assistant (AA/JA) for any missing documents (e.g., CCA copy, receipt) before filing.
• Process membership renewal payments through SAP.

General Administrative Support

• Answer and direct phone calls; provide information by responding to queries.
• Produce and distribute correspondence, memos, letters, and forms.
• Order and collect office supplies from stores.
• Cover reception desk when required.
• Handle sensitive information confidentially.

Event & Communication Support

• Arrange Club Night Accumulator results weekly.
• Prepare EGC daily updates with club events, member birthdays, and colleague birthdays.
• Maintain records of temporary memberships and update outlets on relevant temporary members.

Standards & Conduct

• Maintain appropriate standards of conduct, dress, hygiene, appearance, and posture at all times.
• Wear proper uniform with name badge (same as Reception).

Key Skills & Competencies

• Strong organizational and filing skills.
• Excellent communication and interpersonal skills.
• Attention to detail and accuracy.
• Ability to handle confidential information.
• Proficiency in SAP and MS Office applications.
• Customer service orientation.

Qualifications & Experience

• High school diploma or equivalent; diploma in administration or hospitality preferred.
• Minimum 1–2 years of experience in administrative or membership services roles.
• Experience in a hospitality or club environment is an advantage.

Working Relationships

• Internal: Membership team, Accounts, Reception, Club Operations.
• External: Club members, suppliers (for membership packs).

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