Admin Executive (Solace Studios)
Role: Admin & Operations Executive
Key Responsibilities:
Administrative & Communication Support
- Manage and respond to daily emails, ensuring timely and professional communication with partners, vendors, and internal stakeholders.
- Coordinate with external vendors, engineers, and business partners on operational matters.
- Follow up on requests, project updates, and outstanding tasks to ensure timely completion.
Photo booth Operations & Project Coordination
- Coordinate the preparation and deployment of photo frame uploads across photo booth systems.
- Liaise with engineers regarding frame uploads, system updates, and usage reports.
- Support the execution of Photomatic events, brand collaborations, and illustrator partnerships by coordinating timelines, deliverables, and communications.
- Monitor project progress and provide regular updates to relevant stakeholders.
Sales Administration & Reporting
- Consolidate and record sales data from various platforms, including backend systems, Nayax, and cash sales records.
- Prepare monthly sales reports and assist in the tabulation of Profit & Loss (P&L) statements.
- Ensure accuracy and proper documentation of financial and operational records.
- Assist with cash handling and banking of sales proceeds when required.
Documentation & Record Management
- Maintain and organise company documents, contracts, invoices, and operational records.
- Ensure proper filing and record-keeping of both physical and digital documents.
Accounts & Payment Administration
- Prepare and submit invoices for payment processing.
- Follow up on outstanding payments and support accounts-related administrative tasks.
- Assist with completing forms, applications, and other company documentation.
General Operations Support
- Provide administrative and operational support to the management team.
- Assist with ad hoc projects and assignments as required.
- Support the smooth day-to-day operations of the company.
Requirements
- Proficient in both English and Chinese (spoken and written) to communicate with Chinese-speaking partners and vendors.
- Comfortable using Microsoft Excel and/or Google Sheets.
- Strong organisational and follow-up skills with attention to detail.
- Able to manage multiple tasks and meet deadlines in a fast-paced environment.
- Prior administrative, operations, or coordination experience will be an advantage.