Purpose of the Role:
The Office Admin Executive plays a critical role in ensuring the smooth operation of the office and supporting the team at A Life By Design Group. This role involves managing administrative tasks, coordinating office activities, and providing support for the successful execution of interior design projects.
Key Responsibilities
Office Administration:
1. Manage and maintain office records, documents, and correspondence efficiently.
2. Coordinate procurement and inventory management of office supplies, ensuring stock availability.
3. Oversee the maintenance of office spaces, liaising with vendors and contractors for upkeep.
4. Organise and schedule appointments, meetings, and team calendars.
5. Provide office support, including document preparation, filing, and correspondence handling.
6. Coordinate mail and courier services, ensuring timely distribution and receipt.
7. Maintain a database of vendors, suppliers, and partners for project-related support.
8. Manage petty cash and maintain accurate financial records for reimbursements and claims.
Project and Team Support:
1. Assist with project logistics, such as sourcing materials, coordinating deliveries, and tracking deadlines.
2. Manage travel arrangements, bookings, and accommodations for site visits or business trips.
3. Support leadership with preparation of meeting agendas, taking minutes, and following up on action points.
4. Organise team events, workshops, and celebrations to foster a collaborative work environment.
Ad-Hoc Responsibilities:
1. Handle any other ad-hoc tasks as required to support office operations, leadership, or project execution.
2. Adapt to the evolving needs of the business and provide assistance as needed to ensure organisational efficiency.
Requirements and Skills:
· Diploma or degree in Business Administration, Office Management, or a related field.
· 3-5 years of experience in office administration or a related role.
· Prior experience in the interior design, creative, or architectural industry is highly advantageous.
· Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other administrative tools.
· Strong written and verbal communication skills to interact professionally with team members, clients, and vendors.
· Ability to draft professional correspondence, reports, and presentations.
· Exceptional organisational and time management skills, with the ability to prioritize and handle multiple tasks efficiently.
· Detail-oriented and able to maintain accuracy under tight deadlines.
· Proactive and resourceful in finding solutions to administrative and operational challenges.
· Capable of working independently with minimal supervision.
· A team player with excellent interpersonal skills to collaborate across departments.
· Adaptability to work in a dynamic, creative environment.
· Discretion and ability to handle confidential information with professionalism.
· Enthusiastic, self-motivated, and able to take initiative when needed.
· Flexible and willing to take on any other ad-hoc tasks to support the business and team.
Working Conditions:
· Full-time role with standard office hours (e.g., Monday to Friday, 9 AM - 6 PM).
· Monthly salary ranges between SGD 2,800 and SGD 3,500, depending on qualifications and experience.
