Office Administrator

ADMIN ASSISTANT

Company: The Design Factory
Location: Singapore
Employment Type: Full-Time

About The Design Factory

The Design Factory is a Singapore-based interior design and renovation company specialising in residential and commercial projects. We are looking for a reliable, organised and proactive Admin Assistant to support our daily operations and ensure the team runs smoothly.

Job Responsibilities

Administrative & Office Support

• Handle day-to-day administrative and clerical duties.
• Manage incoming calls, WhatsApp messages, emails and enquiries.
• Maintain and organise company documents, quotations, invoices and project records.
• Prepare documents, forms, reports and other administrative paperwork.
• Perform data entry and maintain accurate records.
• Manage office supplies and coordinate purchases when required.
• Assist with filing, scanning, printing and general office administration.

Project & Operations Support

• Assist designers and project teams with administrative matters.
• Coordinate appointments, meetings and site visits.
• Follow up with clients, suppliers and contractors when required.
• Assist in preparing quotations, purchase orders, invoices and project documentation.
• Keep track of project paperwork and ensure documents are properly filed.
• Assist with material samples, catalogues and other design-related administrative tasks.
• Coordinate deliveries and collections with suppliers and contractors.

Accounts Support

• Assist with basic invoicing and payment tracking.
• Record receipts, expenses and supplier invoices.
• Follow up on outstanding payments when required.
• Liaise with the company's accountant on administrative and documentation matters.

Customer Service

• Respond to basic client enquiries professionally and promptly.
• Coordinate appointments between clients and designers.
• Follow up with clients on required information or documents.
• Maintain good communication with clients throughout the project.

Requirements

• Minimum 1–2 years of administrative experience preferred.
• Good organisational and time-management skills.
• Proficient in Microsoft Office, Google Workspace and basic computer applications.
• Good written and spoken English.
• Comfortable communicating through WhatsApp, email and phone.
• Able to multitask and manage multiple deadlines.
• Detail-oriented and responsible.
• Able to work independently with minimal supervision.
• Experience in interior design, renovation, construction or property is an advantage.
• Knowledge of basic accounting or invoicing is an advantage.

Personal Attributes

We are looking for someone who is:

• Responsible and dependable
• Organised and systematic
• Proactive and willing to learn
• Friendly and professional
• Comfortable working in a fast-paced environment
• Able to communicate effectively with clients, designers, suppliers and contractors
• Willing to take ownership of tasks rather than waiting to be told what to do

Working Hours

Monday to Friday: 9:00 AM – 6:00 PM
Saturday: As required / depending on company needs

Salary

$2,500 – $3,200 per month, depending on experience and qualifications.

Benefits

• Annual leave
• Medical benefits
• Performance incentives
• Training and career development opportunities
• Friendly and dynamic working environment

To apply: Please submit your resume together with your expected salary and earliest available start date.

Pay: $1,726.34 - $3,000.00 per month

Work Location: In person