Admin Executive - #1165330

Job Title: Admin Coordinator

Company: Memories Of Life Pte Ltd

Location: Tradehub21

5 days work week

Role Overview

The Admin Coordinator supports the daily administrative and operational workflow of Memories Of Life. This role ensures smooth coordination between sales, artwork, production, installation teams, and customers. The position requires strong organizational skills, attention to detail, and the ability to manage multiple orders and timelines.

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Job Scope – Admin Coordinator

1. Sales Order Administration

• Receive and review sales orders submitted by the sales team through the company order system (e.g. Google Form).

• Verify completeness and accuracy of all order details including customer information, product specifications, engraving details, and installation location.

• Ensure supporting documents (photos, artwork references, text for engraving) are properly submitted.

• Clarify missing or unclear information with the sales team before processing.

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2. Order Processing & Workflow Coordination

• Create and manage internal job cases for each confirmed order.

• Allocate and distribute job details to relevant departments:

• Artwork Design Team

• Production Team

• Installation Team

4. Production Coordination.

• Track production progress for:

• Memorial plaques

• Porcelain photos

• Engraving work

• Keepsake products

• Update internal order status once production is completed.

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5. Installation Scheduling

• Coordinate installation schedules with the installation team.

• Prepare daily work orders for installers including:

• Installation location

• Customer contact details

• Product details

• Site requirements

• Inform customers about scheduled installation dates.

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6. Customer Communication

• Provide updates to customers regarding order status, artwork confirmation, production timeline, and installation arrangements.

• Respond to customer inquiries regarding their memorial orders.

• Maintain professional and empathetic communication with bereaved families.

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8. Documentation & Record Management

• Maintain accurate records of all sales orders and job progress.

• Ensure all customer data, artwork files, and production details are properly archived.

• Update internal systems to reflect order status changes.

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9. Internal Coordination

• Liaise between sales, design, production, and installation teams to ensure smooth workflow.

• Flag delays, missing information, or potential issues to management early.

• Support operational improvements and workflow efficiency.

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10. General Administrative Duties

• Prepare reports or summaries of order progress when required.

• Assist with scheduling, documentation, and other operational administrative tasks.

• Support management in ensuring smooth daily operations.

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Key Requirements

• Strong organizational and coordination skills

• Attention to detail and accuracy

• Ability to manage multiple orders and deadlines

• Good communication and interpersonal skills

• Basic knowledge of Microsoft Office / Google Workspace

• Experience in administrative coordination preferred