Operations & Administrative Executive

Your tasks

We are looking for a detail-oriented and organised Operations & Sales Support Executive to support the daily operations of our lighting and interior design businesses.

This is a hands-on, multi-functional role covering lighting quotations, purchasing, shipment coordination, accounts administration and general business operations. The ideal candidate should be comfortable managing different responsibilities, coordinating with suppliers and customers, and ensuring that day-to-day processes run smoothly.

1. Lighting Sales & Quotation Support

• Prepare lighting quotations based on customer requirements, product specifications and project details.
• Liaise with suppliers to obtain product information, pricing and quotations.
• Prepare purchase orders and sales-related documents, ensuring accuracy in product descriptions, quantities and pricing.
• Follow up on orders, deliveries and outstanding matters with customers and suppliers.
• Assist with product enquiries, datasheets and other lighting-related documentation.

2. Purchasing & Supplier Coordination

• Coordinate purchasing activities with local and overseas suppliers.
• Request and compare supplier quotations and confirm product specifications.
• Monitor order status, shipment schedules and stock availability.
• Maintain organised records of purchase orders, supplier invoices and related documentation.

3. Logistics & Shipment Coordination

• Arrange local deliveries and coordinate incoming international shipments.
• Prepare and maintain shipment documentation, including commercial invoices, packing lists and customs permits.
• Liaise with freight forwarders and delivery partners on shipment arrangements and import requirements.
• Track freight charges, import taxes and related expenses for monthly reconciliation.

4. Accounts & Financial Administration

• Assist with invoice processing, payment follow-ups and expense tracking.
• Organise supplier invoices, customs permits, freight charges and supporting documents for monthly reconciliation.
• Coordinate with the accountant to ensure financial records are complete and properly maintained.

5. General Administration & Business Operations

• Maintain organised digital filing systems and company records.
• Handle general correspondence with customers, suppliers and business partners.
• Assist with recruitment administration, including job postings, interview scheduling and candidate communications.
• Support day-to-day operational requirements and identify opportunities to improve administrative processes.

Requirements

• Experience in operations, sales support, purchasing, logistics or administration.
• Strong organisational skills and attention to detail.
• Proficiency in Microsoft Office, particularly Excel.
• Good written and verbal communication skills.
• Ability to manage multiple tasks independently and meet deadlines.
• A proactive and practical approach to problem-solving.

Experience in the lighting, interior design, construction or related industries will be an advantage. Familiarity with product quotations, purchasing documentation and import procedures is beneficial.

Other

Operations & Sales Support Executive *Working Hours: Monday to Friday, 9am–6pm Location: Singapore Employment Type:** Full-time