Executive assistant & Operation Specialist

About the role

We are looking for a highly meticulous, process-driven Executive Assistant & B2B Operations Specialist to serve as the key operational anchor for our Managing Director and B2B growth engine. In this role, you will bridge global B2B client communications (Singapore & regional markets), oversee lead management, ensure 100% precision in sales assets delivery, and drive cross-functional coordination between executive management and our core design/marketing teams.

Key responsibilities

• Manage and execute formal email communications, follow-ups, and inquiries with international architects, design studios, media, and commercial clients
• Ensure 100% accuracy and high standards across all outbound communications, strictly utilizing branded sales templates, One-Pagers, catalog links, and technical specs
• Monitor and capture incoming leads from web forms, Shopify, and global events into the CRM system
• Prepare and issue formal B2B documentation including Quotations, Invoices, Delivery Notes, and Warranty Certificates
• Coordinate international shipping of physical Material Sample Boxes to design firms in Singapore and other export destinations
• Support export documentation requirements (e.g., HS Codes, CO, Packing Lists) in collaboration with shipping brokers
• Act as a gatekeeper and executive assistant to the Managing Director, managing calendars, high-level meeting scheduling, and action items
• Coordinate workflow between Executive Management, Marketing, Art Direction, and Design/Product teams to ensure seamless project delivery

About you

• Bachelor's degree in Business Administration, International Business, Marketing, Design/Architecture Management, or related fields
• 2 to 5 years of experience as an Executive Assistant, Sales Operations Coordinator, Project Coordinator, or B2B Account Executive
• Prior experience in Architecture, Interior Design, Premium Furniture, Material Exports, or Luxury Retail is highly preferred
• Fluent / Business-level English (written and spoken) required, with confidence in conducting professional correspondence with international clients
• Meticulous Attention to Detail: High standard for accuracy in documents, links, email formatting, and data entry
• Process-Driven: Strong organizational skills with a proactive, solution-oriented mindset
• Proficient with Google Workspace, Shopify, Canva/PDF editing tools, and CRM/Project Management software (e.g., Notion, Asana)

About us

QORE is a pioneering circular material and high-design furniture brand under HG Next. We transform recycled post-consumer waste and coffee chaff into interior-grade surfaces, supplying architects, interior designers, F&B brands, and developers across Thailand, Singapore, and international markets.

qoremade.com

ig: qoremade