Administrative Executive

FRIEND OF BUS PTE. LTD.; Singapore; On-site; SGD 28,000 - 42,000; Full time

Benefits offered by this job

Annual leave

Medical benefits

Statutory entitlements

Job summary

FRIEND OF BUS PTE. LTD. is seeking a reliable Administrative Assistant to support day-to-day operations in Singapore.

The role covers client communications, regulatory compliance for vehicle fleet, insurance renewals, and payroll processing for bus drivers, along with official correspondence. The ideal candidate has 1–2 years in an admin role, familiarity with road tax and LTA rules, and proficiency in MS Office and basic accounting/invoicing software.

Qualifications

• 1–2 years in administrative or office support role.
• Experience in transportation, logistics, or fleet admin is preferred.
• Payroll processing experience is a plus.
• Familiarity with Singapore road tax and LTA regulations is advantageous.

Responsibilities

• Handle client inquiries, quotations and invoicing.
• Maintain road tax expiry tracker and renewals.
• Track insurance renewals and prepare cost comparisons.
• Compute monthly payroll for bus drivers and liaise with finance for disbursement.
• Draft official correspondence and appeal letters to authorities.

Skills

MS Office

Payroll processing

Invoicing

Regulatory compliance

Communication skills

Education

GCE O'Level

Diploma in Business Administration

Bachelor's degree in Business Administration

Tools

Accounting software

Invoicing software

Job description

Role Summary

We are looking for a reliable and detail-oriented Administrative Assistant to support our day-to-day operations. The successful candidate will handle client communications, manage regulatory compliance for our vehicle fleet, coordinate insurance renewals, compute payroll for bus drivers, and assist with official correspondence. This role is integral to ensuring smooth administrative operations within our organisation.

Key Responsibilities

1. Client Inquiries, Quotations & Invoicing

   • Respond to client inquiries promptly and professionally via phone, email, or in person.
   • Prepare accurate quotations based on service requirements and pricing guidelines.
   • Generate and issue invoices, and follow up on outstanding payments.
   • Maintain organised records of all client communications, quotations, and invoices.

2. Road Tax Management

   • Monitor and maintain a tracker for road tax expiry dates for all company vehicles.
   • Ensure timely renewal of road tax in compliance with regulatory requirements.
   • Liaise with relevant authorities and prepare necessary documentation for renewals.
   • Alert management of upcoming expiries with sufficient lead time.

3. Insurance Renewal & Competitive Quotation

   • Track insurance policy renewal dates for all company vehicles and assets.
   • Source and obtain competitive insurance quotes from multiple insurers.
   • Prepare comparison reports and recommend the most cost-effective options.
   • Coordinate with insurance agents and ensure continuity of coverage.

4. Bus Driver Payroll Computation

   • Collect and verify attendance records, overtime, and allowances for bus drivers.
   • Compute monthly salaries accurately in accordance with employment contracts and regulations.
   • Coordinate with the finance team to ensure timely disbursement of salaries.
   • Maintain confidential payroll records and address driver salary enquiries.

5. Official Correspondence & Appeal Letters

   • Draft, review, and submit appeal letters and formal correspondence to government authorities and regulatory bodies.
   • Ensure all letters are professionally written, factually accurate, and submitted within deadlines.
   • Maintain a log of all official correspondence and their outcomes.
   • Follow up with relevant authorities on the status of submitted appeals or applications.

Requirements & Qualifications

Education

• Minimum GCE 'O' Level or Diploma in Business Administration, Office Management, or a related field.
• A degree in Business Administration or relevant discipline is an advantage.

Experience

• At least 1-2 years of experience in an administrative or office support role.
• Prior experience in the transportation, logistics, or fleet management industry is preferred.
• Experience in payroll processing or handling regulatory/government submissions is a plus.

Skills & Competencies

• Proficient in Microsoft Office Suite (Word, Excel, Outlook); experience with accounting or invoicing software is advantageous.
• Strong written communication skills with the ability to draft professional letters and formal documents.
• Numerically competent with attention to detail, especially for payroll and invoicing tasks.
• Good organisational skills with the ability to manage multiple deadlines simultaneously.
• Familiarity with Singapore road tax, vehicle insurance, and LTA regulations is highly advantageous.
• Able to work independently with minimal supervision and exercise sound judgment.

Personal Attributes

• Trustworthy and discreet, especially when handling sensitive payroll and financial information.
• Proactive, responsible, and a good team player.
• Meticulous with a strong sense of accountability and follow-through.
• Good interpersonal skills to communicate effectively with clients, drivers, and external parties.

What We Offer

• Competitive salary commensurate with experience.
• Supportive and collaborative working environment.
• Opportunities for professional growth and development.
• Annual leave, medical benefits, and other statutory entitlements.