Admin cum Accounts Assistant

REVOLUTION AUTOLAB PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A Singapore-based automotive service provider is seeking an Administrative Support Specialist to manage phone and email inquiries, prepare invoices, and assist with customer service. Key responsibilities include liaising with workshop staff and handling financial documentation. Ideal candidates will have strong organizational skills and the ability to work in a fast-paced environment.

Responsibilities

• Answer phone calls, emails, and walk-in enquiries; schedule service appointments.
• Prepare and issue customer invoices, quotations, and receipts.
• Greet customers, understand their service needs, and direct them.
• Liaise with mechanics and workshop supervisors for job costing.
• Assist in preparing management reports for company audits.

Job description

1. Administrative Duties

• Answer phone calls, emails, and walk-in enquiries; schedule service appointments.
• Prepare job sheets, service orders, and invoices for customers.
• Maintain and update workshop records, service logs, and filing systems (manual & digital).
• Monitor and order office supplies, workshop stationery, and consumables.
• Handle incoming and outgoing mail, courier services, and workshop correspondence.

2. Accounts & Finance Support

• Prepare and issue customer invoices, quotations, and receipts.
• Record daily sales, workshop jobs, and petty cash transactions.
• Assist in accounts payable: process supplier invoices and prepare payment vouchers.
• Assist in accounts receivable: follow up on outstanding payments from customers.
• Reconcile daily cash, bank transactions, and payments.
• Support monthly financial closing and liaise with external accountants.

3. Customer Service

• Greet customers, understand their service needs, and direct them to the appropriate staff.
• Update customers on job status and completion timelines.
• Ensure high levels of professionalism and courtesy at all times.

4. Workshop Coordination Support

• Liaise with mechanics and workshop supervisors to ensure accurate job costing and parts usage.
• Maintain inventory records for spare parts and consumables.
• Assist in ordering and receiving spare parts from suppliers.

5. Other Duties

• Assist in preparing management reports (sales, service revenue, outstanding debtors).
• Support company events, audits, and compliance documentation.
• Perform other ad-hoc duties assigned by management.