Executive Office Manager (EOM) - Female

Role Positioning and Responsibilities

Core Purpose

The Executive Office Manager (EOM) acts as the CEO’s right hand and execution controller, responsible for ensuring that all planned tasks are executed, all commitments are delivered, and no department operates in isolation.

This role does not perform the work directly.
This role ensures that the work is completed properly, on time, and to the required standard.

Expected to fully understand and take ownership of the following role positioning and responsibilities. All the coordination and tracking must be maintained and tracked through the ERP system (Odoo).

A. CEO Office Control

• Acts as a direct extension of the CEO in all operational matters.
• Tracks all CEO instructions and ensures full execution without delay.
• Maintains a structured daily and weekly CEO priority list.
• Ensures that no task or decision discussed with the CEO is missed or delayed.
• Organizes and filters information before it reaches the CEO.
• Maintains strict confidentiality on all company matters.

B. Cross Department Execution Control

• Monitors daily activities across Design, QS, Procurement, Project Management, Finance, and Sales and Marketing.
• Tracks commitments made by each department and ensure delivery within agreed timelines.
• Identifies delays early and enforces corrective action.
• Escalates critical issues to the CEO immediately.
• Ensures proper coordination between all departments at all stages.

C. Proposal Control

• Tracks all incoming enquiries from initial stage to final submission.
• Ensures design, costing, and procurement inputs are completed on time.
• Enforces proposal timelines of 48 hours for design and supervision and 4 days for fit out projects.
• Ensures proposals are complete, accurate, and aligned with company standards.
• Prevents any delay in submission caused by internal inefficiencies.

D. Project Execution Control

• Monitors all projects from award stage to final handover.
• Ensures proper handover between Design, QS, Procurement, and Project teams.
• Tracks project milestones, timelines, and progress.
• Identifies execution risks including delays, quality issues, and coordination gaps.
• Ensure project teams are aligned with approved design and delivery standards.

E. Procurement and Supply Control

• Tracks procurement schedules for both local and international sourcing.
• Ensure materials are ordered on time in line with project timelines.
• Confirms shop drawing approvals before production.
• Ensure quality checks and inspections are completed before delivery.
• Follows up with overseas suppliers including furniture, lighting, carpets, and accessories.
• Identifies procurement risks early to avoid project delays.

F. Financial and Cash Flow Coordination

• Works closely with Finance to track project cash flow and budget alignment.
• Ensuring expenses are aligned with approved project plans.
• Monitors client payments and supplier commitments.
• Flags financial risks that may impact project execution.
• Provides the CEO with clear visibility on financial position for decision making.

G. Reporting and Dashboard Management

• Maintains a single, accurate operational dashboard covering sales pipeline, proposal status, project progress, procurement status, and financial position.
• Provides daily updates to the CEO in a clear and concise format.
• Prepares structured weekly reports highlighting progress, risks, and required actions.
• Ensure all reported information is accurate and aligned across departments.

H. Process Discipline and System Implementation

• Ensures all departments follow company standard operating procedures.
• Maintains structured workflow from design stage to project execution.
• Eliminates last minute issues caused by poor coordination.
• Standardizes internal communication, reporting, and documentation.
• Drives a disciplined and process driven work environment.

I. Team Accountability and Performance Control

• Ensure team leaders take full responsibility for their deliverables.
• Challenges, delays, excuses, and underperformance.
• Creates a culture of ownership and accountability across departments.
• Escalate performance issues to the CEO when required.
• Maintains pressure on teams to deliver as committed.

J. Availability and Working Style

• Must always be available and responsive to the CEO based on business needs.
• Maintains flexibility in working hours depending on operational requirements.
• Responds quickly and proactively to all tasks and communications.
• Works in a structured, organized, and execution focused manner.

K. Role Clarification

• This role is not administrative.
• This role is not a project manager or designer.
• This role does not execute tasks for departments.
• This role controls execution across the entire organization.

L. Candidate Requirements

• Female candidate preferred
• 5–10 years’ experience in operations / project coordination / business administration/Sales and Marketing
• Experience in construction, interior fit-out, or contracting industry preferred
• Strong personality with disciplined follow-up ability
• Comfortable pushing senior staff respectfully
• Highly organized and detail-oriented
• Strong communication skills (English required)
• High integrity and confidentiality

Work Location: In person