Job description for Admin Assistant at Ethan Interiors Pte Ltd
Admin Executive / Assistant (Finance, Administrative & QS support)
Maternity cover, with strong potential to convert to a permanent role
About the Role
Ethan Interiors is an interior design firm (25–50 staff) working across residential, commercial, and landed projects. We're looking for a versatile Admin Executive / Assistant to cover for our current Admin Executive during her maternity leave. This is a hands-on, ground-covering role spanning executive/office support, financial administration, inventory management, and quotation support — ideal for someone who's organized, numbers-comfortable, and happy wearing multiple hats. While this position starts as maternity cover, there is a clear path to a permanent role for the right candidate.
Key Responsibilities
Executive & Office Support (supporting the COO)
- Organise and schedule meetings with all relevant personnel
- Prepare all relevant paperwork/documents required and attend meetings with the Director
- Plan meetings and take detailed minutes for all meetings
- Prepare and distribute corresponding memos to relevant team members
- Attend to all incoming calls/messages from subcontractors promptly
- Provide day-to-day administrative/backend support to the Director & COO
- Ensure smooth day-to-day operation of the office
Systems & Process Improvement
- Update and maintain office policies and procedures
- Own and improve day-to-day administrative systems and processes (filing, documentation, scheduling) — this is a firm actively professionalizing its operations, so process improvement is core to the role, not a side task
- Show initiative in providing ideas and solutions to improve workplace processes
- Financial Administration (supporting the Accountant)
- Assist with day-to-day financial administrative tasks — data entry, filing, and record-keeping
- Process invoices, receipts, and payment documentation accurately and on time
- Maintain and update financial records/spreadsheets as directed by the Accountant
Office & Inventory Management
- Track and manage office and project material inventory, including stock counts and reordering
- Coordinate with project teams, vendors, and clients on administrative matters (contracts, invoices, procurement paperwork)
- Handle general office administration: supplies, vendor liaison, basic HR/onboarding support as needed
- Quotation & Quantity Surveying Support (supporting the CEO)
- Prepare and generate client quotations based on project scope and specifications
- Support basic quantity surveying tasks — measurements, take-offs, and cost estimation for materials/works
- Coordinate with the CEO and project teams to ensure quotations are accurate and timely
General Admin
- Support on any other general administrative tasks
Requirements
- 1–3+ years in an admin, EA, or finance support role; experience in interior design, construction, or renovation industry preferred
- Comfortable with numbers and data entry; strong attention to detail and accuracy
- Proficient in Excel/Google Sheets and MS Office/Google Workspace; exposure to accounting software (e.g., Xero, QuickBooks) a plus
- Basic understanding of quotations preparation, or willingness to learn
- Strong meeting coordination and minute-taking skills
- Highly organized, able to manage multiple concurrent tasks across different functions and stakeholders (COO, Accountant, CEO)
- Excellent written and verbal communication skills; comfortable exercising discretion with confidential information
- Reliable, independent, proactive, and comfortable in a fast-paced, growing SME environment
Nice to Have
- Prior exposure to quantity surveying or cost estimation in the built environment/renovation industry
- Prior experience supporting a C-suite or founder-level executive
- Experience covering a role during a colleague's leave (adaptable, quick onboarding)
