Admin Assistant (Fleet & Procurement)

RichLand Logistics Services Pte Ltd; Singapore; On-site; SGD 36,000 - 60,000; Full time

Job summary

RichLand Logistics Services Pte Ltd in Singapore seeks a Fleet Operations Coordinator to manage vehicle maintenance, regulatory renewals, and asset handovers with site operations.

You will coordinate with internal teams and external workshops, maintain records in SAP where required, and support procurement and reporting to optimize fleet costs.

Qualifications

• Minimum 1-year relevant experience in fleet, automotive, or car rental industry preferred.
• Basic knowledge of commercial vehicles, maintenance processes, and licensing workflows.
• Excellent interpersonal and communication skills (written & spoken).
• Strong problem-solving, time management and multitasking abilities.
• Resourceful, proactive and able to work independently.

Responsibilities

• Coordinate with internal operations teams and external workshops on all vehicle-related matters.
• Arrange and track maintenance schedules, breakdown recovery, and MHE servicing.
• Monitor daily vehicle condition updates with drivers and ensure timely servicing compliance.
• Monitor and manage all statutory renewals, including Road Tax, LTA Inspections, COE, Season Parking, and VPC requirements.
• Ensure proper documentation for all fleet movements (new purchases, transfers, disposals).
• Administer handover/taking-over of vehicles and support deployment of new or replacement vehicles.
• Verify invoices from external vendors before submission to Finance and support procurement with Purchase Requests and Orders.

Skills

Fleet management

Communication

Problem solving

Time management

Multitasking

Independent work

Tools

SAP

Job description

Key Responsibilities:

1. Fleet Operations & Maintenance

• Coordinate closely with internal operations teams and external workshops on all vehicle-related matters

• Arrange and track maintenance schedules, breakdown recovery, and MHE servicing

• Monitor daily vehicle condition updates with drivers and ensure timely servicing compliance

2. Regulatory Compliance & Renewals

• Monitor and manage all statutory renewals, including:

  • Road Tax

  • LTA Inspections

  • COE

  • Season Parking

  • Vehicle Parking Cert (VPC) requirements, etc

• Ensure all vehicles and MHE always remain compliant with regulatory requirements

3. Documentation & System Management

• Maintain accurate and up-to-date records in the system, including:

  • Log Cards

  • Vehicle Asset Transfer Forms

  • Vehicle Handling and Taking Over Forms

  • Repairs Documents

  • Lease / Sales Agreements, etc

• Ensure proper documentation for all fleet movements (new purchases, transfers, disposals)

4. Asset Handover & Coordination

• Administer and coordinate the taking-over/handing-over of vehicles and MHE with site operations

• Support deployment of new or replacement vehicles when required

5. Financial & Procurement Support

• Verify invoices from external vendors (repairs, leasing, maintenance) before submission to Finance

• Issue Purchase Request, Purchase Orders and perform Goods Receipt (GR) in SAP (if required)

• Ensure timely submission and accuracy to support audit compliance

6. Reporting & Data Management

• Prepare and submit monthly fleet reports to Finance and Operations

• Maintain proper tracking of fleet costs, servicing, and utilisation data

7. Ad-hoc Projects

• Support fleet-related initiatives and process improvement projects as assigned

Job Requirements:

• Minimum 1-year relevant experience in fleet, automotive, or car rental industry preferred

• Basic knowledge of:

  • Commercial vehicles

  • Maintenance processes

  • Vehicle licensing and renewal workflows

• Good interpersonal and communication skills (written & spoken)

• Strong problem-solving, time management, and multitasking abilities

• Resourceful, proactive, and able to work independently