Company Overview
Design CliniQ Pte Ltd is a Singapore-based interior design and construction company specializing in residential and commercial renovation solutions. They provide end-to-end project execution with a focus on functional, aesthetic, and client-focused designs.
Job Summary
The Admin Assistant is responsible for providing administrative support to the Interior Design team and assisting the Director with daily operational and executive matters across the Group of Companies. This role requires strong organization, adaptability, and the ability to manage multiple priorities in a fast-paced environment.
Responsibilities
- Assist Interior Designers with project administration to ensure smooth project progress
- File and organize project and client documentation accurately for easy retrieval
- Coordinate material selections, sample management, and communication with suppliers
- Create quotations, purchase orders, and delivery schedules, and follow up to ensure timely completion
- Coordinate with subcontractors, suppliers, and clients as needed to support project execution
- Assist with HDB, MCST, and commercial permit applications or insurance documentation and filing
- Set reminders and help maintain project timelines and update progress reports
- Collaborate with Finance and HR/Admin teams to support Interior Design projects when required
- Manage the Director's calendar, appointments, and daily schedule efficiently
- Prepare and coordinate documents and reports for team meetings to support decision-making
- Follow up with team members on outstanding tasks assigned by Directors to ensure completion
- Handle confidential documents and information with professionalism and discretion
- Perform general administrative duties including filing, document preparation, data entry, and record keeping
- Maintain both hardcopy and digital filing systems (Dropbox/Cloud storage) for organized document management
- Coordinate office maintenance and administrative matters to ensure smooth operations
- Organize receipts, expenses, supporting documents, and insurance files in both soft and hardcopy formats
- Assist in preparing invoices and follow up on payments with calendar reminders to support Finance processes
- Liaise with the Finance Department on administrative matters to maintain accurate company records
- Provide administrative support across five Group of Companies to ensure consistent operations
- Work independently to meet deadlines while maintaining accuracy, organization, and attention to detail
- Contribute to improving office procedures and Standard Operating Procedures (SOPs) for efficiency
- Perform any other duties assigned by Management to support company needs
