Administrative Executive / Admin Assistant

We are looking for a reliable and organised Administrative Executive / Admin Assistant to support our daily office operations, customer communication, job scheduling, quotations, documentation, and payment follow-up.

Key responsibilities

• Answer customer, supplier, contractor, and management enquiries by phone, WhatsApp, and email.

• Receive and record plumbing, drainage, jetting, and maintenance service requests.

• Collect accurate job information, including customer details, site address, service required, urgency, and access instructions.

• Coordinate technician schedules and arrange site appointments.

• Prepare and send quotations, work orders, purchase orders, invoices, and related documents.

• Track quotation status, approved jobs, completed jobs, outstanding invoices, and customer follow-ups.

• Communicate appointment confirmations and service updates to customers.

• Maintain customer, supplier, employee, and project records.

• Prepare simple reports and update Excel or Google Sheets trackers.

• Organise documents and maintain an efficient electronic and physical filing system.

• Schedule meetings and prepare accurate meeting minutes when required.

• Support management with daily administrative and operational tasks.

• Handle company and customer information confidentially.

• Coordinate with technicians, building managers, contractors, suppliers, and other stakeholders.

• Assist with general office administration and other duties reasonably related to the role.

Requirements

• Relevant experience in administration, office coordination, customer service, operations support, or a similar role.

• Good written and spoken English.

• Strong follow-up skills and attention to detail.

• Comfortable communicating by phone, WhatsApp, and email.

• Working knowledge of Microsoft Word, Excel, Outlook, and PowerPoint.

• Able to maintain accurate records and manage several tasks at the same time.

• Able to work independently and ask for clarification when necessary.

• Professional, reliable, polite, and willing to learn.

• Experience with quotations, invoices, scheduling, suppliers, contractors, or service businesses will be an advantage.

Preferred experience

• Experience in construction, engineering, facilities management, plumbing, maintenance, or another service-based company.

• Experience coordinating field workers or technicians.

• Experience using accounting, job-management, CRM, or document-management software.

• Experience following up on quotations and outstanding payments.

• Basic knowledge of UBS or other accounting systems.

What we offer

• Stable full-time position in a growing Singapore service company.

• Practical exposure to business administration and operations.

• Opportunity to support customer service, scheduling, quotations, and company systems.

• Training on DJR's services, procedures, software, and documentation.

• [Add annual leave, medical benefits, bonus, transport allowance, or other benefits if applicable.]

How to apply

Please send the following:

• Updated resume.

• Expected monthly salary.

• Earliest available start date.

• Relevant experience with quotations, invoices, scheduling, customer service, or technician coordination.

• Two professional references, if available.

Only job-related qualifications, skills, knowledge, and experience should be included in the selection criteria. Avoid requirements related to age, race, religion, gender, marital status, family responsibilities, or nationality unless there is a clear and legitimate job-related reason.