Job Description

🚀 Operations & Project Support

• Project Documentation Management: Track, organize, and maintain all critical project files, contracts, and departmental documentation, ensuring easy retrieval and compliance.
• Supplier Sourcing & Procurement: Proactively research and identify potential suppliers, vendors, and contractors relevant to interior design / construction projects (e.g., materials, furniture, fittings).
• Costing, Negotiation, and Planning: Assist in preliminary project costing / quantities prepare budget plans, and conduct effective negotiation with vendors/suppliers to secure high-quality goods and services at competitive rates.

🗓️ Administrative & Stakeholder Coordination

• Executive & Departmental Support: Provide comprehensive administrative support to the Head of Department, including managing complex calendar schedules, arranging travel logistics, preparing meeting materials, and coordinating special ad-hoc projects.
• Liaison & Communication: Act as the primary point of contact and professional liaison between the department, internal cross-functional teams (e.g., Design, Finance), and external partners (vendors, suppliers, sub contractors).
• Office System Management: Maintain and optimize filing systems (physical and digital), manage inventory of office supplies, and coordinate the upkeep of office facilities to ensure a professional and functional workspace.
• General Administration: Handle day-to-day clerical tasks, manage incoming information requests, and coordinate internal events and meetings.

Job Requirements

🎓 Education & Experience

• Education: Diploma, Advanced Diploma, or Bachelor’s degree in any field (Business Administration, Office Management, or related field preferred).
• Experience: Approximately 3 - 5 years of related administrative or operational experience.

🛠️ Skills & Competencies

• Bilingual Communication: Fluency in both English and Mandarin (written and spoken) is essential to communicate effectively with a diverse range of suppliers and stakeholders.
• Technical Proficiency: Highly proficient in Microsoft Office Suite (Word, Excel, Outlook) for professional document creation, data management, and scheduling.
• Organizational Mastery: Possess strong organizational, prioritization, and time management skills with a meticulous attention to detail.
• Proactive & Independent: Proven ability to multitask, manage competing priorities effectively, and work with minimal supervision in a fast-paced setting.

Skills