Administrative Executive (Beauty & Wellness)

Job Summary The Administrative Executive provides day-to-day administrative and operational support to ensure smooth operations of the beauty and wellness centre. This includes managing customer service, appointments, records, inventory, and assisting management with daily tasks. Responsibilities Manage daily administrative and office operations to maintain efficient workflow Respond professionally to phone calls, emails, and customer enquiries to ensure positive client interactions Schedule, confirm, and manage customer appointments to optimize service delivery Maintain accurate and confidential customer records and treatment histories Prepare quotations, invoices, receipts, and process customer payments accurately Coordinate staff schedules and assist with roster planning to support operational needs Monitor inventory levels and arrange timely orders for beauty products and consumables Liaise with suppliers to ensure accurate and timely product orders and deliveries Maintain organized filing systems and proper documentation for easy retrieval Assist in preparing monthly sales reports, attendance records, and operational reports to support management decisions Support marketing activities by updating social media content and promotional campaigns as needed Ensure the reception and waiting area are clean, organized, and welcoming to clients Assist management with general administrative duties and special projects to support business objectives Ensure compliance with company policies, hygiene standards, and health & safety procedures to maintain a safe environment Required competencies and certifications Diploma, Higher NITEC, or equivalent qualification Minimum 1–2 years of administrative experience, preferably in beauty, spa, wellness, or healthcare industries Proficient in Microsoft Office applications (Word, Excel, Outlook) to perform administrative tasks efficiently Strong organizational and time management skills to handle multiple responsibilities effectively Excellent communication and interpersonal skills to engage with customers and team members professionally Customer-oriented with a positive and professional attitude to enhance client satisfaction Ability to work independently and collaboratively within a team environment Ability to multitask effectively in a fast-paced setting Knowledge of appointment booking systems or POS systems is advantageous Preferred competencies and qualifications Strong attention to detail to ensure accuracy in administrative tasks Good problem-solving abilities to address operational challenges proactively Basic accounting or bookkeeping knowledge to support financial record keeping Experience handling customer service and reception duties to improve client interactions Familiarity with beauty and wellness products and services to better support customer needs Other Information Working Hours Full-time position Ability to work weekends and public holidays on a rotating schedule if required Benefits Competitive salary Performance incentives Staff discounts on beauty and wellness services Professional training and career development opportunities Annual leave and medical benefits in accordance with company policy