Admin Coordinator

Otis Elevator Co.; Singapore; On-site; SGD 50,000 - 67,000; Full time

Job summary

Otis Elevator Co. is seeking a detail-oriented Delivery Operations Service Field Support to manage Preventive and Corrective Maintenance work orders, ensuring accurate documentation and KPI compliance.

You will collaborate with operations teams and operate in restricted system environments. The role focuses on controlling PM/CM workflows, ensuring timely closures, and maintaining audit-ready records across portals and files.

Qualifications

• Provide ad hoc operational and administrative support as required.
• Strong follow-up and coordination skills.
• Liaise closely with technicians, site engineers, and customer representatives.
• High attention to detail and able to verify incomplete or inconsistent data.
• Time management and multitasking under tight deadlines.
• Proficient in Excel and reporting tools.

Responsibilities

• Administer and close Preventive Maintenance (PM) and Corrective Maintenance (CM) work orders in customer’s portal. Ensure 100% PM completion tracking and timely CM closure.
• Manage and maintain accurate documentation related to repair works to support timely and accurate billing processes.
• Update, upload supporting documents and administer repair works in customer portal.
• Manage end-to-end documentation processes, ensuring all service and breakdown reports are accurate, complete, and audit-compliant.
• Perform detailed validation of reports, ensure critical data points (eg. Service timestamps, fault descriptions, approvals) are properly captured.
• Digitize, standardize, and maintain records in accordance with established naming conventions and document control practices.
• Maintain well-structured filing systems across shared drives to support traceability, retrieval, and audit readiness.
• Support in Purchase requisition, Goods receipt and Inventory Sales Order processing
• Coordinate with respective stakeholders to gather relevant supporting and ensure timely BCA License renewal
• Provide ad hoc operational and administrative support as required.

Skills

Follow-up coordination

Attention to detail

Time management

Excel

Tools

Reporting tools

Job description

We are seeking a detail-oriented and proactive Delivery Operations Service Field Support responsible for managing Preventive and Corrective Maintenance work orders, ensuring timely system updates, accurate documentation, and compliance with contractual KPI requirements. The role requires strong coordination with operations teams and working within restricted system access environments.

Key Responsibilities

Administer and close Preventive Maintenance (PM) and Corrective Maintenance (CM) work orders in customer’s portal. Ensure 100% PM completion tracking and timely CM closure.

• Manage and maintain accurate documentation related to repair works to support timely and accurate billing processes.
• Update, upload supporting document and administer repair works in customer portal.
• Manage end-to-end documentation processes, ensuring all service and breakdown reports are accurate, complete, and audit-compliant.
• Perform detailed validation of reports, ensure critical data points (eg. Service timestamps, fault descriptions, approvals) are properly captured.
• Digitize, standardize, and maintain records in accordance with established naming conventions and document control practices.
• Maintain well-structured filing systems across shared drives to support traceability, retrieval, and audit readiness.
• Support in Purchase requisition, Goods receipt and Inventory Sales Order processing
• Coordinate with respective stakeholders to gather relevant supporting and ensure timely BCA License renewal
• Provide ad hoc operational and administrative support as required.

Requirements

• Provide ad hoc operational and administrative support as required.
• Strong Follow-Up & Coordination Skills
• Liaise closely with technicians, site engineers, and customer representatives
• High Attention to Detail and able to verify incomplete or inconsistent data
• Time Management & Ability to Handle Volume with tight deadlines and able to multitask effectively
• Proficient in Excel and reporting tools.