Administrative Assistance

CY MAINTENANCE PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A cleaning services company in Singapore is seeking a candidate to assist in various administrative tasks including quotation preparation, service report coordination, and invoicing. The successful applicant will manage general office administration duties, ensure timely communication with clients, and support operations. This role requires good organizational skills and a proactive approach to assist the sales and operations teams effectively.

Qualifications

• Only Singaporeans and Permanent Residents may apply.

Responsibilities

• Prepare, draft, and issue quotations for cleaning services.
• Assist operations team to collect service reports and attendance sheets.
• Prepare and issue invoices for monthly cleaning services.
• Handle phone calls, emails, and walk-in enquiries professionally.
• Assist in onboarding new staff and coordinate vendor purchases.

Job description

Key Responsibilities

5 working day (Only Singaporeans and Permanent Residents may apply)

1. Quotation & Client Support

• Prepare, draft, and issue quotations for cleaning services (ad-hoc, contractual, project-based).
• Send quotations to clients and follow up on approvals or clarifications.
• Maintain a quotation log and ensure all pricing is correctly keyed into the system.
• Assist the sales/operations team with any supporting documents required by clients.

2. Operations & Service Report Coordination

• Assist operations team to collect service reports, attendance sheets, and job completion photos if any from operation manager.
• Compile and format monthly or ad-hoc service reports for clients.
• Ensure service reports are accurate, complete, and submitted to clients on time.

3. Billing & Invoicing Support

• Prepare and issue invoices for monthly cleaning services, ad-hoc jobs, and project works.
• Job completion photos from subcon.
• Send invoices to clients via email or customer portals.
• Track invoice status and update records for payment follow-up.
• Assist in verifying completed jobs before invoicing.

4. General Office Administration

• Handle phone calls, emails, and walk-in enquiries professionally.
• Maintain proper filing of documents (quotations, service reports, invoices, contracts).
• Support HR tasks such as attendance checking, leave records, and staff document collection (if required).
• Manage office supplies, stationery, petty cash, and general office upkeep.
• Assist in preparing simple reports for management (e.g., sales record, job summary, monthly invoice list).

5. Additional Administrative Support (Optional Add-Ons)

If suitable for your company structure, you may include:

• Assist in onboarding new staff (collect documents, prepare uniforms, brief basic policies).
• Help operations with scheduling or WhatsApp communication to supervisors.
• Coordinate vendor purchases (cleaning materials, PPE, tools).
• Assist in MOM/NEA/WSH paperwork submission when needed.