Admin Executive (Solace Studios)

SOLACE PTE. LTD.; Singapore; On-site; SGD 32,000 - 42,000; Full time

Job summary

SOLACE PTE. LTD. is seeking an Operations & Administrative Executive to manage daily emails, coordinate with vendors and partners, and keep projects on track in a fast-paced environment.

You will support photobooth deployments, liaise with engineers, consolidate sales data, prepare reports, handle invoices, and maintain orderly records across physical and digital files, contributing to smooth company operations.

Qualifications

• Proficient in English and Chinese (spoken and written) for communication with partners and vendors.
• Comfortable using Microsoft Excel and/or Google Sheets.
• Strong organizational 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 is advantageous.

Responsibilities

• Manage and respond to daily emails 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.
• Coordinate photo frame uploads across photobooth systems and liaise with engineers on updates and reports.
• Support Photomatic events, brand collaborations, and illustrator partnerships by coordinating timelines and communications.
• Consolidate and record sales data from various platforms; prepare monthly sales reports and assist with P&L tabulation.
• Ensure proper documentation of financial and operational records; assist with cash handling and banking of sales proceeds.
• Maintain and organize company documents, contracts, invoices, and records; ensure proper filing of physical and digital documents.
• Prepare and submit invoices for payment processing; follow up on outstanding payments and other admin tasks.
• Provide administrative and operational support to the management team; assist with ad hoc projects; support day-to-day operations.

Skills

Bilingual English/Chinese

Excel

Google Sheets

Organizational skills

Deadline-driven

Tools

Microsoft Excel

Google Sheets

Job description

Operations & Administrative 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.

Photobooth Operations & Project Coordination

• Coordinate the preparation and deployment of photo frame uploads across photobooth 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 organize 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 organizational 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.