Admin & Accounts Executive

We are looking for a highly proactive Admin Executive who takes ownership of daily operations, keeps systems organised, and ensures nothing falls through the cracks. This role is critical in supporting management, project teams, and clients by maintaining structure, follow-ups, and smooth internal workflows.

This is not a passive admin role. The ideal candidate anticipates issues, follows up without being reminded, and continuously improves processes.

Key Responsibilities

1. Administrative & Office Operations

• Manage day-to-day administrative tasks and office coordination

• Maintain organised records for projects, clients, suppliers, and staff

• Prepare letters, contracts, agreements, and basic documentation

• Ensure proper filing (digital & physical) and version control

• Handle incoming calls, emails, and WhatsApp messages professionally

2. Project & Operations Support

• Assist project managers with documentation, schedules, and approvals

• Track project paperwork (quotations, variation orders, invoices, approvals)

• Follow up on outstanding items, submissions, and confirmations

• Coordinate between sales, designers, site supervisors, and contractors

• Maintain project trackers and status updates

3. Finance & Billing Support

• Assist with invoice preparation and submission

• Track payments received and outstanding balances

• Coordinate with accountants/bookkeepers when required

• Maintain basic cost tracking and expense records

4. Scheduling & Coordination

• Manage calendars, appointments, and internal schedules

• Coordinate meetings, site visits, and deadlines

• Ensure reminders and follow-ups are done ahead of time

5. System & Process Improvement

• Create and maintain SOPs, checklists, and admin workflows

• Identify inefficiencies and propose better systems

• Help implement tools such as Google Sheets, Drive, project trackers, or CRM systems

• Ensure consistent admin processes across all projects

6. Proactive Ownership

• Anticipate problems before they escalate

• Follow up without being chased

• Flag risks, delays, or missing information early

• Keep management informed with clear updates

Requirements

Experience & Skills

• Minimum 2-4 years of administrative or operations experience

• Experience in construction / renovation / interior design is a strong advantage

• Strong organisational and multitasking skills

• Excellent follow-up and time management abilities

• Comfortable with Google Workspace (Docs, Sheets, Drive) or similar tools

• Clear written and verbal communication skills