Administrative Executive (Beauty & Wellness)

Job Summary

The Administrative Executive provides day-to-day administrative and operational support to ensure smooth operations of the beauty and wellness centre. This includes managing customer service, appointments, records, inventory, and assisting management with daily tasks.

Responsibilities

• Manage daily administrative and office operations to maintain efficient workflow
• Respond professionally to phone calls, emails, and customer enquiries to ensure positive client interactions
• Schedule, confirm, and manage customer appointments to optimize service delivery
• Maintain accurate and confidential customer records and treatment histories
• Prepare quotations, invoices, receipts, and process customer payments accurately
• Coordinate staff schedules and assist with roster planning to support operational needs
• Monitor inventory levels and arrange timely orders for beauty products and consumables
• Liaise with suppliers to ensure accurate and timely product orders and deliveries
• Maintain organized filing systems and proper documentation for easy retrieval
• Assist in preparing monthly sales reports, attendance records, and operational reports to support management decisions
• Support marketing activities by updating social media content and promotional campaigns as needed
• Ensure the reception and waiting area are clean, organized, and welcoming to clients
• Assist management with general administrative duties and special projects to support business objectives
• Ensure compliance with company policies, hygiene standards, and health & safety procedures to maintain a safe environment

Required competencies and certifications

• Diploma, Higher NITEC, or equivalent qualification
• Minimum 1–2 years of administrative experience, preferably in beauty, spa, wellness, or healthcare industries
• Proficient in Microsoft Office applications (Word, Excel, Outlook) to perform administrative tasks efficiently
• Strong organizational and time management skills to handle multiple responsibilities effectively
• Excellent communication and interpersonal skills to engage with customers and team members professionally
• Customer-oriented with a positive and professional attitude to enhance client satisfaction
• Ability to work independently and collaboratively within a team environment
• Ability to multitask effectively in a fast-paced setting
• Knowledge of appointment booking systems or POS systems is advantageous

Preferred competencies and qualifications

• Strong attention to detail to ensure accuracy in administrative tasks
• Good problem-solving abilities to address operational challenges proactively
• Basic accounting or bookkeeping knowledge to support financial record keeping
• Experience handling customer service and reception duties to improve client interactions
• Familiarity with beauty and wellness products and services to better support customer needs

Other Information

Working Hours

• Full-time position
• Ability to work weekends and public holidays on a rotating schedule if required

Benefits

• Competitive salary
• Performance incentives
• Staff discounts on beauty and wellness services
• Professional training and career development opportunities
• Annual leave and medical benefits in accordance with company policy