Administrative Executive

We are based in Singapore and, as a boutique hotel design company, we offer a world-class experience in all aspects of hotel and resort development, from the conceptualisation and creation of successful international brands to architecture and interior design in locations from the Maldives, Bali, Vietnam to the Galapagos. As a small but growing company, we are looking for a reliable, discreet and well-organised Full Time/Part-Time Admin Assistant to support our daily office administration, invoicing follow-up, filing, supplier coordination and travel arrangements. This is a part-time role, as we are still a small company, but we are looking for someone mature, professional, and senior enough to handle confidential information with care, particularly regarding invoicing, accounting matters, suppliers, and client lists. Job Description The Part-Time Admin Assistant will be responsible for supporting the company’s administrative and operational needs, including: • Following up on invoices, payments and outstanding client balances • Coordinating with internal team members, suppliers and external parties on payment and document matters • Organising and maintaining company filing systems, both digital and physical • Supporting general office administration and day-to-day coordination • Ordering and managing office supplies, stationery and other office essentials • Assisting with travel and accommodation bookings for the team • Preparing, formatting and organising administrative documents • Supporting basic coordination for office operations and internal processes • Handling sensitive company, accounting and client-related information with strict confidentiality Job Specifications Qualifications & Experience • Previous experience in administration, office management, accounting support, PA/EA support or a similar role • Experience in a small company, design studio, architecture/interior design office, hospitality, luxury or professional services environment would be an advantage • Senior enough to work independently and understand the importance of confidentiality • Comfortable handling invoicing follow-ups and client-facing administrative communication • Singaporeans and PRs preferred Skills & Requirements • Excellent professional written and spoken English • Proficient in Microsoft Office, especially Excel, Word and PowerPoint • Proficient in Adobe Suite, especially Acrobat; knowledge of InDesign or PDF would be an advantage • Strong organisational and filing skills • Detail-oriented, reliable and discreet • Able to manage deadlines and follow up without needing constant supervision • Professional communication style when dealing with clients, suppliers and team members • Comfortable working in a boutique, fast-moving company environment where priorities may shift, because naturally, business refuses to behave like a spreadsheet Employment Type Part-time. Working days and hours can be discussed depending on the candidate’s availability and the company’s needs.