Administration assistant

LVL MUSIC ACADEMY PTE. LTD.; Singapore; On-site; SGD 33,000 - 39,000; Full time

Benefits offered by this job

Training and career developmentopportu

Professional and supportive working环境

Ownership of daily centre operations

Five-day work week

Job summary

LVL Music Academy PTE. LTD. is seeking a highly organised Administration Assistant to oversee the daily operations of our music academy and instrument shop.

You will take ownership, solve problems independently, and ensure customers receive excellent service while operations run smoothly. This role involves coordinating lesson schedules, handling inquiries, processing invoices, managing rentals and stock, and supporting events.

Qualifications

• Minimum 2 years of experience in customer service, administration, retail operations or a similar role.
• Excellent organisational, administrative and multitasking skills.
• Strong written and verbal communication, professional customer interactions.
• Able to work independently with ownership and problem-solving initiative.
• Proficient with WhatsApp, email, Excel and computerised systems.

Responsibilities

• Manage and respond promptly to customer enquiries via WhatsApp, email, phone and in person.
• Assist customers with lessons, instrument purchases, rentals, repairs and inquiries.
• Prepare invoices and payment records; maintain administrative documentation.
• Coordinate instrument rentals, renewals, returns and system updates.
• Process online orders, arrange packing, deliveries and pickups.
• Maintain accurate customer information and transaction records.
• Troubleshoot routine operational issues and propose solutions.

Skills

Customer service

Administration

Retail operations

Communication

Teamwork

Tools

Microsoft Excel

CRM systems

WhatsApp

Job description

Are you organised, responsible, customer-focused and confident in managing daily business operations independently?

LVL Music is seeking a highly organised, proactive and service-oriented Administration assistant to oversee the daily operations of our music academy and musical instrument shop.

We are looking for someone who takes ownership, solves problems independently and ensures that customers receive excellent service while business operations run smoothly.

This is an important position within LVL Music. The successful candidate will be trusted to manage routine centre operations, coordinate with team members and take charge of daily operational matters when management is unavailable.

Key Responsibilities

Customer Service & Communication

• Manage and respond promptly to customer enquiries through WhatsApp, email, phone and in person.

• Assist customers with music lessons, instrument purchases, rentals, repairs and general enquiries.

• Follow up on outstanding enquiries, requests and customer matters.

• Handle customer complaints professionally and resolve routine issues independently.

• Build and maintain positive relationships with existing customers.

Daily Operations & Administration

• Oversee daily centre operations to ensure smooth and efficient workflows.

• Act as the designated person-in-charge for routine operational matters when management is unavailable.

• Coordinate lesson schedules, appointments, customer visits and bookings.

• Prepare invoices, payment records and administrative documentation.

• Manage instrument rental agreements, renewals, returns and system updates.

• Process online orders and coordinate packing, deliveries and customer collections.

• Maintain accurate customer information and transaction records in company systems.

• Troubleshoot routine operational issues and coordinate solutions when required.
  Be proactive to come up with solutions.

Inventory & Stock Management

• Conduct regular stocktaking and inventory checks.

• Update product inventory and stock quantities accurately in the system.

• Coordinate incoming stock, suppliers, deliveries and order fulfilment.

• Monitor stock discrepancies and report issues requiring management attention.

• Ensure retail displays, storage areas and the centre are organised and presentable.

Team Coordination & Operational Support

• Coordinate with sales staff, music teachers and management to ensure smooth daily operations.

• Support the Sales & Business Development team with order processing, quotations and administrative arrangements.

• Refer potential sales opportunities to the appropriate sales team member.

• Assist with company concerts, events and other operational arrangements when required.

• Take initiative to improve workflows, customer service and overall operational efficiency.

Who We Are Looking For

• At least 2 years of relevant experience in customer service, administration, retail operations or a similar role preferred.

• Excellent organisational, administrative and multitasking skills.

• Strong written and verbal communication skills.

• Confident, professional and friendly when interacting with customers.

• Able to work independently, take ownership and make sound decisions.

• Resourceful and proactive in identifying and solving problems.

• Strong attention to detail and accuracy in documentation and system records.

• Comfortable using WhatsApp, email, Microsoft Excel and computerised business systems.

• Reliable, responsible and capable of overseeing daily operations without constant supervision.

• A positive team player who works well with colleagues.

• Experience in a music school or retail environment is an advantage, but not essential.

We value initiative, accountability and a strong service mindset more than musical instrument knowledge.

Salary & Benefits

• Monthly Basic Salary: S$3,000–S$3,500

• Five-day work week, including Saturdays and Sundays. 44 hours work week. Weekday starts 10:30am. Weekend starts 8:45am.

• Two rest days, generally on weekdays.

• Professional and supportive working environment.

• Training and career development opportunities.

• Opportunity to take ownership of daily centre operations and contribute to the company's growth.

Why Join LVL Music?

Established in 2013, LVL Music is a complete music hub combining music education, musical instrument retail and professional luthier services.

We offer a dynamic working environment where professionalism, teamwork, initiative and accountability are valued.

You will have the opportunity to develop your operational management skills, take on meaningful responsibilities and play an important role in delivering excellent customer experiences.

If you enjoy helping people, solving problems, keeping things organised and taking responsibility for getting things done, we would love to hear from you.