Admin executive

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.