Administration Manager

jd central kitchen pte. ltd.; Singapore; On-site; SGD 42,000 - 64,000; Full time

Job summary

jd central kitchen pte. ltd. is seeking a meticulous Administrative & Insurance Coordinator to support daily operations, records management and insurance administration across the business.

You will handle correspondence, filing, scheduling and supplier coordination to keep the office running smoothly. The role requires a Diploma in Business Administration or related field, with at least 3 years' administrative experience.

Qualifications

• Diploma or equivalent qualification in Business Administration, Management or a related field.
• Good written and verbal communication skills.
• Ability to maintain accurate records and handle confidential information.

Responsibilities

• General Administration duties for the company.
• Handle incoming and outgoing correspondence, emails and documents.
• Prepare letters, forms, reports, notices and other administrative documents.
• Maintain proper filing systems for both physical and electronic records.
• Monitor office supplies, stationery and other administrative requirements.
• Coordinate with suppliers, service providers and external parties on administrative matters.
• Arrange meetings, appointments and administrative schedules when required.
• Assist management and various departments with ad-hoc administrative tasks.
• Insurance Administration: manage policies, renewals and claims.
• Coordinate with insurers, brokers and relevant external parties on policy matters.
• Maintain updated records of all company insurance policies, coverage and renewal dates.
• Assist in reviewing quotations, renewal proposals and policy documents.
• Coordinate submission of insurance-related documents required by insurers or brokers.
• Handle insurance claims by collecting supporting documents, submitting claims and following up on status.
• Liaise with relevant departments, employees, insurers and other parties regarding claims.
• Follow up on outstanding insurance claims and ensure timely resolution.
• Maintain proper records of completed and ongoing insurance claims.
• Assist in identifying and reporting changes that may affect insurance coverage.
• Ensure required insurance certificates and documents are properly maintained.
• Assist management in obtaining relevant insurance information for business operations, contracts and tenders.
• Company Records & Compliance: maintain licences, certificates and contracts.
• Monitor expiry dates of relevant licences, certificates, permits and insurance policies.
• Coordinate renewal applications and follow up with authorities or service providers.
• Ensure documents are filed and available for audits.
• Assist in preparing documentation requested by management, auditors or external parties.
• Ensure administrative processes follow SOPs.
• Coordination & Operational Support: coordinate administrative matters between departments, outlets and external parties.
• Assist operational teams with documentation and administrative requirements.
• Support new outlet or project openings with administrative documentation and coordination.
• Assist with vendor, contractor and service provider documentation.
• Provide administrative support during events, meetings, audits or inspections.
• Reporting & Documentation: prepare administrative reports and summaries when required.
• Maintain updated tracking lists for insurance, licences, contracts and other documents.
• Track renewal and expiry dates to prevent lapses.
• Prepare documentation for management review.
• Ensure all records are accurate and properly maintained.

Skills

Communication

Attention to Detail

Independent Working

Confidentiality

Education

Diploma in Business Administration or related field

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Key Responsibilities

1. General Administration
   • Manage daily administrative and clerical duties for the company.
   • Handle incoming and outgoing correspondence, emails and documents.
   • Prepare letters, forms, reports, notices and other administrative documents.
   • Maintain proper filing systems for both physical and electronic records.
   • Monitor office supplies, stationery and other administrative requirements.
   • Coordinate with suppliers, service providers and external parties on administrative matters.
   • Arrange meetings, appointments and administrative schedules when required.
   • Assist management and various departments with ad-hoc administrative tasks.
2. Insurance Administration
   • Manage and maintain the company’s insurance policies and related documentation.
   • Monitor insurance policy expiry dates and coordinate timely renewals.
   • Liaise with insurance companies, brokers and relevant external parties on policy matters.
   • Maintain an updated record of all company insurance policies, coverage and renewal dates.
   • Assist in reviewing insurance quotations, renewal proposals and policy documents.
   • Coordinate the submission of insurance-related documents and information required by insurers or brokers.
   • Handle insurance claims by collecting supporting documents, submitting claims and following up on claim status.
   • Liaise with relevant departments, employees, insurers and other parties regarding claims and required documentation.
   • Follow up on outstanding insurance claims and ensure timely resolution.
   • Maintain proper records of completed and ongoing insurance claims.
   • Assist in identifying and reporting changes that may affect insurance coverage, such as new outlets, equipment, vehicles, business activities or other operational changes.
   • Ensure required insurance certificates and documents are properly maintained and available when needed.
   • Assist management in obtaining relevant insurance information for business operations, contracts and tenders.
3. Company Records & Compliance
   • Maintain proper records of company licences, certificates, contracts and other important documents.
   • Monitor expiry dates of relevant licences, certificates, permits and insurance policies.
   • Coordinate renewal applications and follow up with the relevant authorities or service providers.
   • Ensure required documents are properly filed and readily available for audits or inspections.
   • Assist in preparing documentation requested by management, auditors, government agencies or external parties.
   • Ensure administrative processes follow company policies and SOPs.
4. Coordination & Operational Support
   • Coordinate administrative matters between departments, outlets, management and external parties.
   • Assist operational teams with documentation and administrative requirements.
   • Support new outlet or project openings with administrative documentation and coordination.
   • Assist with vendor, contractor and service provider documentation.
   • Provide administrative support during company events, meetings, audits or inspections.
5. Reporting & Documentation
   • Prepare administrative reports and summaries when required.
   • Maintain updated tracking lists for insurance, licences, contracts and other important documents.
   • Track renewal and expiry dates to prevent lapses in coverage or documentation.
   • Prepare documentation and supporting information for management review.
   • Ensure all records are accurate, complete and properly maintained.

Job Requirements

• Diploma or equivalent qualification in Business Administration, Management or a related field.
• Minimum 3 years of administrative experience.
• Experience handling insurance policies, renewals and claims will be an advantage.
• Proficient in Microsoft Office, particularly Word, Excel and Outlook.
• Good written and verbal communication skills.
• Good attention to detail and ability to maintain accurate records.
• Able to work independently and manage multiple tasks.
• Responsible, reliable and able to handle confidential information.