Operations Admin Executive

Job Summary

We are looking for a responsible and organised Admin, HR, Customer Service & Accounts Executive to support the daily operations of our interior design and renovation firm.

This role involves handling administrative work, HR coordination, customer service, invoice management, basic accounts, project documentation, and coordination between customers, designers, project managers, suppliers, subcontractors, and workers.

The ideal candidate should be detail-oriented, responsive, able to multitask, and comfortable working in a fast-paced renovation environment.

Key Responsibilities

Administrative Duties

• Handle daily office administrative tasks and general paperwork.
• Maintain proper filing of company documents, quotations, invoices, receipts, contracts, staff records, supplier records, and project-related documents.
• Prepare and update reports, schedules, forms, internal records, and project documentation.
• Assist with renovation project documentation, including customer files, quotation records, variation orders, site documents, and handover records.
• Coordinate with interior designers, project managers, suppliers, subcontractors, workers, and customers.
• Assist with purchasing, order tracking, delivery arrangements, and material coordination when required.
• Support management with daily administrative tasks and ad hoc duties.

HR Duties

• Assist with recruitment, job postings, candidate screening, interview arrangements, and onboarding.
• Maintain employee records, attendance, leave, MC, overtime, and payroll-related information.
• Prepare employment letters, warning letters, confirmation letters, resignation documents, and other HR-related paperwork.
• Assist with work pass matters, CPF, MOM-related documentation, and staff compliance records where required.
• Monitor staff attendance, punctuality, leave applications, and basic HR issues.
• Support internal HR processes, company policies, staff records, and employee documentation.

Customer Service Duties

• Handle customer enquiries through phone calls, WhatsApp, email, social media, and other communication channels.
• Respond to customers professionally and follow up on enquiries, appointments, quotations, complaints, and service requests.
• Coordinate appointments between customers, interior designers, project managers, and workers.
• Update customers on appointment schedules, quotation status, project progress, delays, and required documents.
• Record customer feedback, complaints, and unresolved issues for management review.
• Ensure all customer communication is properly documented and followed up.
• Assist in maintaining good customer service throughout the renovation process, from enquiry to project completion.

Accounts & Invoice Duties

• Handle incoming and outgoing invoices, including issuing customer invoices and recording supplier invoices.
• Prepare, issue, and track quotations, invoices, receipts, payment requests, credit notes, and statements of account.
• Check, verify, and match invoices with quotations, purchase orders, delivery orders, payment records, supplier bills, and supporting documents.
• Track customer payments, progressive payments, deposits, balance payments, and outstanding invoices.
• Follow up with customers on outstanding payments and update payment collection records.
• Track supplier invoices, subcontractor claims, worker claims, company expenses, and payment records.
• Maintain proper filing and records of all incoming and outgoing invoices.
• Assist with basic bookkeeping, data entry, petty cash records, expense claims, and monthly accounts documentation.
• Coordinate with external accountant for monthly closing, GST filing, payroll, audit matters, and accounts-related documents.
• Prepare simple payment summaries, outstanding invoice reports, supplier payment reports, and accounts updates for management.

Interior Design / Renovation Coordination

• Assist in preparing and organising project documents for renovation jobs.
• Coordinate quotation revisions, variation orders, payment schedules, and customer approval records.
• Help track project milestones, payment stages, and handover documents.
• Assist with supplier orders, material delivery timing, and subcontractor coordination.
• Support the team in ensuring documents, invoices, and customer records are properly updated for each renovation project.
• Follow up with designers and project managers on missing documents, pending invoices, customer approvals, and payment matters.

Requirements

• Minimum Nitec, Higher Nitec, Diploma, or equivalent.
• Prior experience in admin, HR, customer service, accounts, or operations support is preferred.
• Experience in an interior design, renovation, construction, carpentry, or service-related company will be an advantage.
• Able to communicate clearly with customers, suppliers, subcontractors, workers, and internal teams.
• Proficient in Microsoft Office, Google Sheets, WhatsApp, email, and basic accounting or administrative software.
• Organised, responsible, detail-oriented, and able to work independently.
• Able to multitask and handle administrative, HR, customer service, and accounts duties at the same time.
• Able to work in a fast-paced renovation environment and follow up on matters promptly.
• Good attitude, problem-solving mindset, and willingness to learn.
• Able to handle customers professionally, including complaints, urgent requests, and payment follow-ups.

Preferred Skills

• Basic knowledge of invoices, payments, supplier bills, bookkeeping, and accounts documentation.
• Basic knowledge of payroll, CPF, MOM work pass matters, and HR documentation.
• Experience using Xero, QuickBooks, Autocount, Google Workspace, or similar software will be an advantage.
• Experience in handling renovation quotations, variation orders, progressive payment claims, and project documents will be an advantage.
• Strong follow-up ability, good communication skills, and careful document management.

Working Arrangement

• Full-time position.
• Office-based role.
• Working hours to be discussed during interview.
• Salary will depend on experience and capability.

Candidate Profile

This role is suitable for someone who is organised, responsive, careful with details, and able to support multiple areas of an interior design and renovation company.

The candidate must be able to follow up properly, communicate clearly, manage invoices accurately, keep documents organised, and support the company’s daily operations from customer enquiry to project completion.