Admin Executive

Personal Assistant / Administrative Assistant

About the Role

We are looking for a reliable, organised and proactive Personal Assistant / Administrative Assistant to provide day-to-day administrative support.

This is primarily a work-from-home role, with occasional physical meet-ups for work discussions, document handovers, planning and progress updates.

The ideal candidate is someone who is responsible, detail-oriented, comfortable working independently and able to manage multiple administrative tasks efficiently.

Key Responsibilities

Administrative Support

• Manage and organise documents, files and records.
• Perform data entry and maintain spreadsheets/databases.
• Prepare and format simple documents, reports, presentations and marketing materials.
• Assist filing and document preparation when required.
• Maintain proper digital filing and folder organisation.
• Track outstanding tasks and provide regular progress updates.

Order Coordination

• Send reminders and follow up on scheduled activities.
• Facilitate procurement of raw materials and delivery to factory
• Issue documentation for order delivery
• Coordinate completed item with logistical personnel for delivery

Communication & Follow-Up

• Assist with WhatsApp, email and general correspondence where required.
• Follow up with clients, vendors and other parties on administrative matters.
• Help maintain contact lists and client databases.
• Draft simple messages, letters or correspondence based on instructions provided.

Real Estate Administrative Support

• Assist with preparation and organisation of property-related documents.
• Update property listings and marketing information when required.
• Compile property information, transaction data and basic market research.
• Assist with preparation of presentation materials, property brochures and client information.

General Personal Assistant Duties

• Assist with ad-hoc administrative and coordination matters.
• Conduct basic online research when required.
• Help track deadlines, appointments and outstanding matters.
• Occasionally assist with errands or physical document collection/delivery where necessary.

Work Arrangement

• Primarily Work From Home.
• Flexible working arrangement, subject to agreed working hours and deliverables.
• Periodic face-to-face meetings for work updates, planning and document handovers.
• Candidate should preferably be based in Singapore

Requirements

• Organised, responsible and able to work independently.
• Strong attention to detail.
• Good written and spoken English.
• Comfortable communicating through WhatsApp, email and phone.
• Proficient in Microsoft Office and/or Google Workspace
• Comfortable using online platforms and learning new software.
• Able to manage confidential or sensitive information responsibly.
• Good time management and ability to meet deadlines.
• Previous administrative or personal assistant experience would be an advantage but is not compulsory.
• Background in Engineering/Manufacturing is preferred.

Preferred Attributes

We are looking for someone who is:

• Proactive and takes ownership of assigned tasks.
• Meticulous and organised.
• Responsive during working hours.
• Comfortable working with minimal supervision.
• Willing to learn and adapt.
• Able to prioritise tasks effectively.
• Reliable and consistent with follow-ups.
• Comfortable working in a small and flexible working environment.

Experience in Manufacturing, sales administration, marketing administration or customer service would be an added advantage.