Admin Executive (Solace Studios)

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.

Additional Information

Operations & Administrative Executive

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Company Intel

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