Admin Assistant (Fleet & Procurement)

Private Advertiser; Singapore; On-site; SGD 42,000 - 64,000; Full time

Job summary

Private Advertiser in Singapore is seeking a Fleet Operations Coordinator to support maintenance, regulatory renewals, and asset documentation. You will coordinate with internal teams, workshops, and drivers to ensure timely servicing, accurate records, and compliant operations.

The role requires strong communication, problem solving, and the ability to work independently while contributing to cost control and reporting. Experience with vehicle licenses and renewal workflows is preferred.

Qualifications

• Minimum 1 year of relevant fleet, automotive, or car rental experience.
• Basic knowledge of commercial vehicles, maintenance processes, and licensing/renewal workflows.
• Good interpersonal and communication skills.
• 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, VPC requirements.
• Maintain accurate and up-to-date records in the system (Log Cards, Vehicle Transfer Forms, Repairs docs, Lease/Sales Agreements).
• Administer handover of vehicles and coordinate deployment of new or replacement vehicles as needed.
• Verify invoices from external vendors (repairs, leasing, maintenance) before submission to Finance; raise Purchase Orders and GR in SAP if required.
• Prepare and submit monthly fleet reports; track costs, servicing, and utilisation.

Skills

Interpersonal skills

Communication skills

Problem solving

Time management

Multitasking

Independent work

Job description

This position will be working closely with and reporting to the Fleet & Procurement Executive.

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