Admin executive
ADMIN ASSISTANT
Company: The Design Factory Location: Singapore Employment Type: Full-Time
About The Design Factory
The Design Factory is a Singapore-based interior design and renovation company specialising in residential and commercial projects. We are looking for a reliable, organised and proactive Admin Assistant to support our daily operations and ensure the team runs smoothly.
Job Responsibilities
Administrative & Office Support
- Handle day-to-day administrative and clerical duties.
- Manage incoming calls, WhatsApp messages, emails and enquiries.
- Maintain and organise company documents, quotations, invoices and project records.
- Prepare documents, forms, reports and other administrative paperwork.
- Perform data entry and maintain accurate records.
- Manage office supplies and coordinate purchases when required.
- Assist with filing, scanning, printing and general office administration.
Project & Operations Support
- Assist designers and project teams with administrative matters.
- Coordinate appointments, meetings and site visits.
- Follow up with clients, suppliers and contractors when required.
- Assist in preparing quotations, purchase orders, invoices and project documentation.
- Keep track of project paperwork and ensure documents are properly filed.
- Assist with material samples, catalogues and other design-related administrative tasks.
- Coordinate deliveries and collections with suppliers and contractors.
Accounts Support
- Assist with basic invoicing and payment tracking.
- Record receipts, expenses and supplier invoices.
- Follow up on outstanding payments when required.
- Liaise with the company's accountant on administrative and documentation matters.
Customer Service
- Respond to basic client enquiries professionally and promptly.
- Coordinate appointments between clients and designers.
- Follow up with clients on required information or documents.
- Maintain good communication with clients throughout the project.
Requirements
- Minimum 1–2 years of administrative experience preferred.
- Good organisational and time-management skills.
- Proficient in Microsoft Office, Google Workspace and basic computer applications.
- Good written and spoken English.
- Comfortable communicating through WhatsApp, email and phone.
- Able to multitask and manage multiple deadlines.
- Detail-oriented and responsible.
- Able to work independently with minimal supervision.
- Experience in interior design, renovation, construction or property is an advantage.
- Knowledge of basic accounting or invoicing is an advantage.
Personal Attributes
We are looking for someone who is:
- Responsible and dependable
- Organised and systematic
- Proactive and willing to learn
- Friendly and professional
- Comfortable working in a fast-paced environment
- Able to communicate effectively with clients, designers, suppliers and contractors
- Willing to take ownership of tasks rather than waiting to be told what to do
Working Hours
Monday to Friday: 10:00 AM – 6:00 PM Saturday: As required / depending on company needs
Salary
$2,500 – $3,200 per month , depending on experience and qualifications.
Benefits
- Annual leave
- Performance incentives
- Training and career development opportunities
- Friendly and dynamic working environment
To apply: Please submit your resume together with your expected salary and earliest available start date.