Office Assistant - Interior Design

Company Profile

Design CliniQ Pte Ltd, located in Singapore, is a specialized interior design and construction firm focused on delivering comprehensive renovation solutions for residential and commercial projects. Their commitment centers on functional, appealing designs that meet client needs and oversee projects from start to finish.

Job Overview

The Office Assistant role entails providing crucial administrative support to the Interior Design team and assisting the Director with daily operational activities across the Group of Companies. This position demands strong organizational skills, flexibility, and the ability to juggle multiple tasks efficiently in a dynamic work setting.

Key Responsibilities

• Support Interior Designers in project-related administrative tasks to facilitate seamless project progression.
• Maintain accurate filing and organization of project and client records for easy access.
• Coordinate the selection and management of materials and samples while communicating with suppliers.
• Prepare quotations, purchase orders, and delivery schedules, ensuring timely follow-up and completion.
• Collaborate with subcontractors, suppliers, and clients as necessary to aid the execution of projects.
• Assist with applications for permits including HDB, MCST, commercial licenses, and manage insurance documentation and filing.
• Set reminders, maintain project timelines, and update progress reports promptly.
• Work alongside Finance and HR/Admin departments to assist with Interior Design project requirements.
• Efficiently manage the Director’s calendar, appointments, and daily agenda.
• Compile and organize documents and reports for team meetings to support informed decision-making.
• Follow up on pending tasks assigned by Directors to ensure timely completion.
• Handle sensitive documents with confidentiality and professionalism.
• Perform general administrative functions such as filing, document preparation, data entry, and maintaining records.
• Manage both physical and digital filing systems (including Dropbox and cloud storage) to maintain organized documentation.
• Oversee office upkeep and administrative affairs to guarantee smooth daily operations.
• Systematize receipts, expenses, supporting documents, and insurance files in both electronic and paper formats.
• Assist in invoice preparation and monitor payment statuses with reminder systems to support financial operations.
• Work with the Finance Department on administrative matters to ensure accurate company records.
• Provide administrative assistance to all five Group of Companies for consistent operational support.
• Operate independently to meet deadlines with precision, orderliness, and attention to detail.
• Help enhance office workflows and Standard Operating Procedures (SOPs) for increased efficiency.
• Perform additional tasks assigned by Management to support organizational needs.