Administrative Assistant

Company Overview

Heng Lai, established in 1997 and based in Woodlands, Singapore, delivers reliable carpentry and furnishing solutions for commercial and residential sectors. We integrate design and manufacturing to meet customer needs with quality products and service.

Job Summary

You will support a fast-paced sales and project team by managing customer enquiries, preparing business documents, coordinating schedules, and working with AI tools to streamline administrative tasks.

Responsibilities

• Respond promptly to customer enquiries via phone, WhatsApp, Facebook, Instagram, and 小红书 to maintain strong client communication
• Prepare accurate business documents including invoices, quotations, delivery orders, and contracts to support sales and project activities
• Organize and maintain proper filing systems for invoices, payment records, quotations, drawings, and photos to ensure easy retrieval
• Schedule client meetings and coordinate team calendars across multiple sales staff to optimize time management
• Collaborate with the factory team to track production schedules and material orders for timely project delivery
• Monitor outstanding payments and follow up with customers to ensure timely collections
• Provide weekend support to the sales team by assisting with client meetings and administrative tasks during peak periods
• Use in-house AI tools to draft replies, generate quotations, and process documents, reviewing and refining outputs for accuracy and quality

Preferred competencies and qualifications

• Experience in renovation, interior design, carpentry, or construction industries to better understand project requirements and terminology
• Proficiency in Microsoft Office, especially Excel, and ability to quickly learn new tools such as WhatsApp Business, Google Calendar, and custom dashboards
• Strong written and verbal communication skills in English and Mandarin to liaise effectively with customers and Chinese-speaking workers
• Ability to remain detail-oriented and calm under pressure in a dynamic work environment
• Willingness to work extended hours and weekends to provide critical administrative coverage during client meetings