Administration Manager

NAYAKA SERVICES PTE. LTD.; Singapore; On-site; SGD 42,000 - 64,000; Full time

Job summary

NAYAKA SERVICES PTE. LTD. is seeking an experienced Administrative Manager to oversee a busy automotive repair, car polishing and car wash operation in Singapore. The role spans administrative duties, government compliance, basic accounting and daily operations coordination.

The ideal candidate will manage MOM/CPF/IRAS matters, handle insurance claims, maintain employee records and coordinate vehicle-related workflows with the workshop team.

Qualifications

• Minimum 3–5 years of relevant working experience in Singapore.
• Strong hands-on experience with MOM, CPF and IRAS matters.
• Experience handling WICA and Medical Insurance (MI) claims.
• Experience in employee attendance and leave records.
• Basic accounting experience including invoicing, Payment Vouchers and recording transactions.
• Good organisational and coordination skills.
• Able to communicate effectively with workers, customers and management.
• Willing to work 5.5 days per week.

Responsibilities

• Handle MOM-related matters including work permit applications, renewals, cancellations and transfers.
• Manage foreign worker documentation and related administrative requirements.
• Handle CPF submissions and IRAS matters.
• Handle IRAS submissions and deadlines; liaise with authorities.
• Handle WICA and Medical Insurance claims; maintain employee records.
• Record and monitor attendance, leave and absences; follow up with management.

Skills

Organisational skills

Coordination

Bilingual English-Chinese

Communication

Job description

Administrative Manager

Industry: Automotive Repair, Car Polishing & Car Wash

Employment Type: Full-Time

Working Days: 5.5 Days per Week

Location: Singapore

We are looking for an experienced, responsible and hands-on Administrative Manager to join our automotive repair, car polishing and car wash business.

This is not a purely office-based administrative position. The successful candidate will be responsible for a wide range of administrative, employee, government, insurance, basic accounting and daily operational coordination matters.

The candidate must be able to work in a busy automotive workshop environment and communicate effectively with Management, workers and customers.

Job Responsibilities

1. MOM, CPF & IRAS Matters

• Handle all MOM-related matters, including work permit applications, renewals, cancellations, transfers and other work pass matters.
• Manage foreign worker documentation and related administrative requirements.
• Handle CPF submissions and related matters.
• Handle IRAS matters and relevant submissions.
• Ensure statutory requirements and deadlines are properly followed.
• Liaise with government authorities and other relevant parties when necessary.

2. Insurance & Employee Matters

• Handle WICA (Work Injury Compensation Act) claims and follow up on work injury cases.
• Handle Medical Insurance (MI) claims and liaise with insurance companies.
• Maintain proper employee records and documentation.
• Record and monitor workers' attendance, leave, medical leave and other absences.
• Follow up on employee-related matters and keep Management informed.

3. Accounts & Administrative Duties

• Maintain proper records of company accounts and daily transactions.
• Prepare invoices / bills for customers.
• Prepare Payment Vouchers (PV) and record payments and expenses.
• Assist with basic accounting and bookkeeping-related work.
• Maintain proper filing and documentation.
• Monitor outstanding payments and follow up when necessary.

4. Customer Vehicle & Job Coordination

• Coordinate the collection and delivery of customers' vehicles between customers' premises and the workshop.
• Arrange which worker is responsible for collecting or returning each customer's vehicle.
• Keep proper records of vehicle collection and delivery schedules.
• Record each customer's vehicle details and ensure the correct vehicle is collected and delivered to the correct customer.
• Record and monitor what service / job each vehicle requires, such as:
  • Car repair
  • Car polishing
  • Paint / bodywork
  • Car wash
  • Other automotive services
• Coordinate with workers to ensure each vehicle is assigned to the correct job / project.
• Monitor the progress and status of each vehicle and follow up with the relevant workers.
• Coordinate the estimated completion and delivery schedule with customers.
• Ensure completed vehicles are properly checked and arranged for return to customers.
• Communicate with customers regarding collection, repair / service status and delivery arrangements.
• Maintain accurate records of customer, vehicle, assigned worker, job type, collection date, completion status and delivery date.

5. Daily Operations & Communication

• Communicate with workers, customers, suppliers and external parties regarding daily operational matters.
• Coordinate workers and follow up on daily operational tasks.
• Handle customer enquiries and administrative or service-related issues.
• Assist in coordinating the daily operations of our car repair, car polishing and car wash business.
• Keep Management informed of important matters, problems, delays and customer issues.
• Report important matters to the Boss promptly and provide regular updates on ongoing jobs and operational issues.
• Perform other duties assigned by Management.

Job Requirements

• Minimum 3-5 years of relevant working experience in Singapore.
• Strong hands-on experience in MOM, CPF and IRAS matters.
• Experience handling WICA and Medical Insurance (MI) claims.
• Experience in employee attendance and leave records.
• Basic accounting experience, including invoicing, Payment Vouchers, payments and transaction recording.
• Good organisational and coordination skills.
• Bilingual in English and Chinese with good communication skills.
• Able to communicate effectively with workers, customers and Management.
• Able to coordinate multiple vehicles, workers and jobs at the same time.
• Able to work independently with minimal supervision.
• Mature, responsible, meticulous and well-organised.
• Proactive, practical and able to solve problems quickly.
• Willing to work 5.5 days per week.

Work Environment

• As the company business operates in the automotive repair, car polishing and car wash industry, this is a busy workshop environment rather than a typical clean office environment.
• The candidate should be comfortable working around:
  • Vehicles and automotive repair activities.
  • Dust, water, grease, oil and other workshop-related materials.
  • Automotive tools, p