Part-Time Admin & Operations Coordinator

Job Responsibilities

Administrative Support

• Prepare quotations, invoices, purchase orders and other administrative documents using company templates.
• Maintain proper filing and organisation of client, supplier and employee documents.
• Update quotation, invoice and payment follow-up records.
• Assist with preparation of letters, checklists, reports and other documentation.
• Maintain and update company records and trackers.

Operations Coordination

• Assist with preparation and updating of daily/weekly manpower schedules.
• Coordinate and confirm staff deployment, attendance and work schedules.
• Follow up with operations personnel on manpower changes, leave, MCs and replacements.
• Update site schedules and communicate routine operational arrangements to relevant staff.
• Highlight manpower shortages, scheduling conflicts and urgent operational matters to management.

Client & Business Support

• Assist with routine client follow-ups via WhatsApp and email.
• Follow up on outstanding quotations, purchase orders and payments when instructed.
• Maintain records of contract commencement, expiry and renewal dates.
• Assist management with quotation and tender documentation.

Daily Coordination

• Maintain an updated task and follow-up tracker.
• Prioritise urgent and time-sensitive matters.
• Provide management with a short daily update on:Tasks completedOutstanding mattersItems awaiting client/staff responseMatters requiring management's decision

Requirements

• Prior experience in administration, operations coordination or a similar role preferred.
• Comfortable using Microsoft Word, Excel, email and WhatsApp.
• Able to work independently from home with minimal supervision.
• Organised and able to manage multiple ongoing tasks and deadlines.
• Good written and verbal communication skills.
• Responsible and responsive during agreed working hours.
• Experience in cleaning, landscaping, facilities management, property management or service industries will be an advantage.

Important

This role requires someone who is proactive and able to follow through on tasks, rather than waiting for instructions for every individual item.

The successful candidate will work closely with management to support Gardenpal's day-to-day administrative and operational requirements.

3-month probation/trial period applies.