Admin Executive (Solace Studios)
SOLACE PTE. LTD.
Role: Admin & Operations Executive
Key Responsibilities
Administrative & Communication Support
Manage and respond to daily emails, ensuring timely and professional communication with partners, vendors, and internal stakeholders.
Coordinate with external vendors, engineers, and business partners on operational matters.
Follow up on requests, project updates, and outstanding tasks to ensure timely completion.
Photo booth Operations & Project Coordination
Coordinate the preparation and deployment of photo frame uploads across photo booth systems.
Liaise with engineers regarding frame uploads, system updates, and usage reports.
Support the execution of Photomatic events, brand collaborations, and illustrator partnerships by coordinating timelines, deliverables, and communications.
Monitor project progress and provide regular updates to relevant stakeholders.
Sales Administration & Reporting
Consolidate and record sales data from various platforms, including backend systems, Nayax, and cash sales records.
Prepare monthly sales reports and assist in the tabulation of Profit & Loss (P&L) statements.
Ensure accuracy and proper documentation of financial and operational records.
Assist with cash handling and banking of sales proceeds when required.
Documentation & Record Management
Maintain and organise company documents, contracts, invoices, and operational records.
Ensure proper filing and record-keeping of both physical and digital documents.
Accounts & Payment Administration
Prepare and submit invoices for payment processing.
Follow up on outstanding payments and support accounts-related administrative tasks.
Assist with completing forms, applications, and other company documentation.
General Operations Support
Provide administrative and operational support to the management team.
Assist with ad hoc projects and assignments as required.
Support the smooth day-to-day operations of the company.
Requirements
Proficient in both English and Chinese (spoken and written) to communicate with Chinese-speaking partners and vendors.
Comfortable using Microsoft Excel and/or Google Sheets.
Strong organisational and follow-up skills with attention to detail.
Able to manage multiple tasks and meet deadlines in a fast-paced environment.
Prior administrative, operations, or coordination experience will be an advantage.