The posting
Job Description & Requirements
We are currently looking for a reliable, detail-oriented, and responsible Admin & Studio Operations Assistant to join our team on a part-time basis.
This position requires at least 5 working days per week (4 week days & 1 weekend ) at our location:
My Art Space – Dhoby Ghaut, Singapore
Key Responsibilities
1. Class Administration & Attendance
- Maintain and update daily class attendance records accurately and remind teacher to mark attendance for all.
- Monitor student attendance and ensure records are properly maintained.
- Prepare and submit the latest attendance reports when required.
- Prepare certificates for students upon completion of workshops or courses.
2. Customer Service & WhatsApp Communication
- Respond to daily WhatsApp, Email and Social Media messages in a timely, professional, and friendly manner.
- Handle student enquiries, including last-minute cancellations, class bookings, rescheduling, and other course-related matters.
- Respond to and Follow up with potential customers’ enquiries and provide accurate information about courses, schedules, fees, and studio services.
- Handle phone calls and provide professional customer service.
3. General Administrative Support & Course & Workshop Administration & Digital Skills & Data Entry
- Assist with the daily administration and coordination of classes and workshops.
- Provide students with information regarding class schedules, course arrangements, studio policies, and other relevant matters.
- Prepare, organize and manage workshop-related documents, forms, reports, and other administrative files and ensure they are completed and properly filed.
- Prepare a monthly workshop report, including student attendance statistics, feedback, and other relevant information for Sg Culture Pass and Utap Approved workshops.
- Perform basic data entry and maintain accurate records inside CRM eg. Leads spreadsheets
- Assist with general office and administrative tasks.
- Assist and support with basic marketing and promotional activities for courses and workshops. eg. providing workshops information and following up with potential customers.
- Will be arranged to attend relevant SkillsFuture or other skills-development workshops when required.
4. CRM System & IT Coordination
- Assist in maintaining and monitoring the studio's CRM system, which is used to manage daily bookings, customer information, and invoice issuance.
- Work closely with the IT external developer team when system issues or technical problems occur.
- Report system issues clearly to the relevant them and follow up regularly until the issue is resolved.
- Follow up with the IT team on system improvements or new system development when required by management.
- Assist with system testing after new features or system changes have been implemented.
- Familiarise yourself with newly developed system functions and ensure the updated procedures are properly understood and followed.
5. Payment & Invoice Administration
- Collect and process class fees, workshop fees, and other payments.
- Ensure payments are properly recorded and matched with the relevant bookings.
- Assist with invoice issuance and follow up on any discrepancies or system-related invoice issues.
- Maintain accurate payment and adhoc records (eg: SG culture pass, Travel Tour)
6. Stock-Taking & Inventory Management
- Conduct regular stock-taking and maintain accurate inventory records.
- Monitor studio supplies, painting materials, stationery, and other equipment.
- Identify items that require replenishment and report stock requirements to the management.
- Organize and maintain studio supplies and equipment in a neat and accessible manner.
7. Studio Operations, Cleanliness & Cleaning Staff Coordination
- Assist with studio set up especially when instructor needs help.
- Ensure the cleanliness, tidiness, and proper organization of the studio, paint station, and reception area.
- Check the cleaning work completed by the cleaning staff on the assigned day and ensure all regular cleaning tasks have been properly completed according to the studio's requirements.
- Conduct routine checks of the studio after cleaning and report any incomplete or unsatisfactory cleaning work.
- Communicate with the cleaning company's management regarding cleaning quality, work arrangements, and any issues that require attention.
- Coordinate the cleaning staff's work schedule according to the studio's operating schedule and requirements.
- Communicate and coordinate cleaning staff arrangements the studio's off days, closure dates, and special operating arrangements to the cleaning company in advance when there are changes to the studio's operating hours, events, workshops, or special activities.
- Check and ensure agreed cleaning arrangements and schedules are properly implemented.
- Assist with the preparation and arrangement of the studio before and after classes or workshops.
- Ensure commonly used equipment and supplies are properly stored and maintained.
- Assist with general day-to-day studio operations when required.
Requirements
- Previous experience in administration, customer service, sales support, education, studio, or similar environments is preferred.
- Good communication skills with a polite, friendly, and professional manner.
- Comfortable communicating with customers through WhatsApp, phone calls, and face-to-face interactions.
- Strong organizational skills with good attention to detail.
- Able to manage multiple tasks and prioritize work effectively.
- Comfortable working with computers, Microsoft Office/Google Workspace, CRM systems, and basic administrative software.
- Able to learn and adapt to new systems and software quickly.
- Good problem-solving and follow-up skills, especially when coordinating with IT, cleaning companies, or other external/internal teams.
- Able to work independently and responsibly with minimal supervision.
- Previous experience in handling payments, invoices, attendance records, inventory, or staff/vendor coordination will be an advantage.
- Willing to learn new skills and attend relevant training or workshops when required.
Personal Attributes
We are looking for someone who is:
- Reliable and responsible
- Organized and detail-oriented
- Proactive and willing to take initiative
- Patient and customer-focused
- Good at following up and completing tasks
- Comfortable communicating with customers, IT personnel, vendors, and service providers
- Able to monitor and coordinate external service providers professionally
- Comfortable working in a fast-paced studio environment
- Flexible and willing to assist with different aspects of studio operations
- Interested in learning and developing new administrative, digital, and marketing skills
If you are highly organized, dependable, customer-oriented, and enjoy working in a creative and fast-paced environment, we’d love to hear from you!
Apply today to join our dynamic team at My Art Space.
