Job Description

About the Role

Vanilla Miel is looking for a proactive and polished

Manager - Administration & Client Communications

to manage daily administrative operations and oversee all client communications. This role is central to ensuring smooth internal coordination, excellent client experience, and high operational standards across our cafe and gifting verticals.

Key Responsibilities

Administration & Operations

Manage day-to-day office and cafe administration. Coordinate with vendors for supplies, maintenance, pest control, and facility readiness. Ensure cleanliness, hygiene, and compliance across premises. Maintain vendor records, contracts, licenses, and documentation. Support recruitment logistics for non-kitchen roles.

Client Communication & Coordination

Act as a secondary point of contact for client interactions (walk-ins, calls, WhatsApp, emails, social media). Ensure timely responses to all client queries (within 2 hours during business hours). Coordinate with kitchen, design, and dispatch teams for custom orders, events, and gifting. Handle client escalations, feedback, and post-sale follow-ups professionally. Maintain accurate CRM records and communication trackers.

Reporting & Process Control

Ensure trackers and reports are updated by relevant teams. Submit weekly reports on inquiries, conversions, and operational issues. Identify bottlenecks and suggest process improvements.

Team Coordination

Ensure smooth inter-team communication. Support team morale and assist in resolving interpersonal issues.
Qualifications & Skills

Minimum 3 years of experience in administration and client-facing roles (hospitality/luxury retail preferred). Strong verbal and written communication skills. Proficiency in MS Office and CRM tools. Excellent organisational and multitasking abilities. Calm, professional, and solution-oriented approach.
What We Offer

Opportunity to work with a premium, fast-growing brand. Hands-on role with real impact on operations and client experience. Collaborative and respectful work environment.
Job Type: Full-time

Pay: ?280,000.00 - ?350,000.00 per month

Benefits:

Paid sick time Paid time off Provident Fund
Work Location: In person