Administrative Assistant
Salary: S$2,600 – S$3,500 per month (commensurate with experience and capabilities) About the Role Harmony Funeral Care is looking for a meticulous, resourceful and highly organised Administration & Operations Executive to support our daily funeral operations. As a funeral service provider, we operate in a fast-paced and time-sensitive environment where accuracy, efficiency and attention to detail are essential. We are seeking someone who is independent, proactive and solution-oriented — someone who can take ownership of tasks, anticipate operational needs and resolve challenges without constant supervision. This is not simply a data-entry position. You will play an important role in ensuring that funeral arrangements are properly documented, coordinated and executed smoothly. 📅 5.5-day work week Flexibility to combine two half-days into one full day off, subject to operational requirements. Key Responsibilities
- Funeral Documentation & Administration
Liaise with bereaved families to obtain necessary personal particulars, documents and information for funeral arrangements. You might be required to liaise with them through phone calls.
Prepare, edit and print funeral portraits, obituary notices and other funeral-related materials.
Prepare and process relevant documentation, including cremation applications, cremation bookings and export permit applications for international repatriation.
Ensure accuracy, completeness and timely submission of all documentation.
Maintain organised and updated records of funeral cases.
- Vendor & Operations Coordination
Review sales orders and arrange for the necessary products and services to be ordered from vendors and suppliers.
Coordinate with suppliers on order specifications, delivery schedules and fulfilment. You might be required to liaise with them through phone calls.
Follow up on outstanding orders and ensure all arrangements are completed within the required timelines.
Communicate with internal operations staff to ensure smooth execution of funeral arrangements.
Identify potential issues and proactively resolve them before they affect operations.
- Billing & Invoicing
Prepare and issue invoices based on confirmed sales orders.
Ensure accurate billing and proper documentation of charges.
Assist with payment tracking, follow-ups and maintaining financial records.
Support general administrative and accounting-related tasks as required.
- Customer Communication & Administrative Support
Respond to routine enquiries from existing families via telephone and WhatsApp when required.
Follow up with families for outstanding information or documentation.
Assist in coordinating post-funeral arrangements, including ash collection and other follow-up services.
Provide general administrative support to the funeral operations team.
Perform other reasonable administrative duties as assigned.
Job Requirements We are looking for someone who is capable, independent and dependable. Prior experience in administration, operations coordination or a similar role is preferred.
Strong organisational skills and the ability to manage multiple tasks simultaneously.
Excellent attention to detail , especially when handling important documents, names, dates and deadlines.
Able to work independently with minimal supervision.
Strong problem-solving skills and the initiative to find solutions.
Good time management skills and ability to prioritise urgent tasks.
Proficient in Microsoft Office, particularly Word and Excel.
Comfortable using digital tools and learning new systems.
Good written and verbal communication skills.
Able to remain calm and efficient in a fast-paced environment.
Responsible, reliable and committed to completing assigned tasks accurately and on time.
Prior funeral industry experience is an advantage but not required. Training will be provided.
Who Will Thrive in This Role? We value competence, initiative and accountability . You will be a good fit if you: Can work independently without needing constant reminders.
Take ownership of your responsibilities from start to finish.
Are meticulous and check your work before submission.
Can handle several urgent tasks without becoming overwhelmed.
Think ahead, anticipate potential problems and act proactively.
Are resourceful and willing to find solutions when unexpected situations arise.
Enjoy working in a small, dynamic team where every individual's contribution matters.
We are not looking for someone who simply completes tasks when instructed. We are looking for someone who can think, take initiative and get things done. What We Offer Competitive monthly salary of S$2,600 – S$3,300, depending on experience and capabilities.
Hands-on exposure to funeral administration and operations management.
Training on funeral documentation, procedures and industry-specific systems.
Opportunity to take ownership of meaningful responsibilities.
Supportive, close-knit team environment.
Opportunities for professional development and career progression.
How to Apply Interested candidates may submit their resume, relevant work experience and expected salary to +65 94892424. Shortlisted candidates may be invited to complete a practical assessment to evaluate their administrative accuracy, problem-solving abilities and ability to prioritise tasks. Join Harmony Funeral Care and be part of a team dedicated to supporting families during some of life's most difficult moments.