Reservations & Administration Coordinator

Penang Heritage Reimagined

Soori Penang is a new ultra-luxury heritage hotel in the heart of George Town.

We are seeking a highly organised and detail-oriented Reservations & Administration Coordinator to join our team. This role is responsible for managing reservation enquiries, ensuring a seamless booking experience for guests, and providing administrative support to ensure the smooth day-to-day operations of the hotel.

The ideal candidate is service-oriented, proactive, and enjoys working in a fast-paced hospitality environment while maintaining exceptional attention to detail.

Key Responsibilities

Reservations

•Manage all reservations and online booking platforms and other communication channels.

•Process, amend and cancel reservations accurately and efficiently.

•Ensure all guest reservations are entered correctly into the Property Management System (PMS).

•Maintain accurate guest profiles, booking records and special requests.

•Provide guests with information regarding room categories, rates, packages, promotions and hotel facilities.

•Monitor room inventory and booking availability to maximise occupancy and revenue opportunities.

•Prepare daily, weekly and monthly reservation reports as required.

Administration

•Provide administrative support to the operations and management team.

•Maintain organised filing systems, both physical and electronic.

•Prepare letters, reports, meeting minutes and internal correspondence.

•Coordinate office supplies and administrative purchases.

•Assist in scheduling meetings and maintaining departmental calendars.

•Maintain departmental records, SOPs and documentation.

•Support invoice processing, document submissions and basic administrative coordination with Finance and Human Resources.

•Assist in preparing operational reports and compiling departmental data.

•Coordinate courier services and document distribution when required.

•Perform data entry with a high level of accuracy and confidentiality.

General Responsibilities

•Deliver warm, professional and personalised service in every guest interaction.

•Build strong working relationships with all departments to ensure seamless operations.

•Maintain confidentiality of guest and company information.

•Ensure compliance with hotel policies, procedures and brand standards.

•Support other operational departments during peak business periods when required.

•Undertake any other duties assigned by the reporting manager.

Requirements & Qualifications

•Diploma or Degree in Hospitality Management, Business Administration or a related field is preferred.

•Minimum 2 years of experience in reservations, front office, guest services or administrative coordination, preferably within the hospitality industry.

•Excellent written and verbal communication skills in English. Additional languages are an advantage.

•Strong organisational skills with the ability to manage multiple tasks simultaneously.

•High attention to detail and excellent administrative abilities.

•Proficient in Microsoft Office (Word, Excel, Outlook and PowerPoint).

•Experience with hotel Property Management Systems (such as Opera, RMS or similar) is preferred.

•Ability to work independently while contributing effectively as part of a team.

•Professional, well-presented and service-oriented with strong interpersonal skills.

•Able to remain calm and work efficiently under pressure.