Administrative Executive

POLLISUM ENGINEERING PTE. LTD.; Singapore; On-site; SGD 42,000 - 65,000; Full time

Job summary

Pollisum Engineering Pte. Ltd. is seeking a detailed and organized admin/operations professional to manage insurance, facilities, vehicle purchases, and records. You will liaise with brokers, vendors, and government agencies, ensuring compliance and up-to-date documentation. Proficiency in MS Office and bilingual communication (English and Chinese) are essential for interacting with clients and teams.

Qualifications

• Minimum Diploma in relevant discipline.
• 3–5 years of admin or operations experience.
• Proficient in Microsoft Office.
• Good written and communication skills in English & Chinese.
• Meticulous, organised and responsible.
• Able to liaise with government agencies and external vendors.

Responsibilities

• Insurance and claims coordination with brokers and record-keeping.
• Facilities management: repairs, maintenance and contract renewals.
• Purchasing: vehicles/machinery coordination, registration, training, ERP records.
• Sales support for vehicles and heavy machineries: quotation, packing list and delivery coordination.
• Finance tasks: bank document handling, e-banking setup and records.
• Government licensing and renewals: MOM, NEA, SCDF, LTA, etc.; maintain licenses and records.
• ISO & BizSAFE management: documentation, renewals and liaison with auditors.

Skills

MS Office

English & Chinese proficiency

Multi-tasking

Liaising with government agencies

Education

Diploma or Degree in Business Administration, Engineering, Logistics, Facilities Management

Tools

Microsoft Office

Job description

Job description

• Insurance Responsibilities:
  Work with insurance brokers on all insurance and claim matters
  Find the best insurance plans and premiums
  Check and recommend suitable insurance coverage for the company
  Keep all insurance records updated and organized
• Building and Facilities Management Responsibilities:
  Work with consultants, contractors, and authorities on building matters
  Handle repairs and maintenance for company buildings and facilities
  Do monthly checks to spot issues and plan fixes
  Make sure all services follow contract terms
  Manage service contracts, including renewals
  Keep all related records up to date
• Vehicle & Machinery Purchasing Responsibilities:
  Work with vendors to handle payment, delivery, and registration of new vehicles/machines
  Coordinate with internal teams for delivery, registration, and training
  Manage R&M (repair & maintenance) contract applications and renewals
  Update warranty and purchase details in admin records and SAP system
  Handle EZ-Link registration and keep ERP records updated
  Maintain all purchase-related records
• Sales of vehicles & heavy machineries
• Prepare quotation, packing list and other required documents
• Coordinate with customer and internal department to arrange inspection and collection/delivery
• Transfer/Lay-up/Deregister vehicle thru One Motoring
• Update and maintain records

• Finance Responsibilities:
  Handle bank document submissions and credit card matters
  Manage e-banking setup and access
  Keep all banking documents organized and records updated
• Banking and Insurance Guarantees
  Handle company bank and insurance documents
  Coordinate with banks and insurers for renewals and updates
  Keep records accurate and up to date
• Government Licensing & Renewal Responsibilities:
  Apply for and renew various licenses with government agencies (e.g. MOM, HDB, NEA, SCDF, EMA, PUB, BCA, LTA, MPA)
  Handle applications for new equipment, noise monitoring, waste disposal, and certifications
  Ensure all licenses are kept up to date and records are properly maintained
• ISO & BizSAFE Management:
  Handle documentation and renewals for ISO and BizSAFE certifications
  Liaise with auditors and ensure compliance with certification requirements
  Maintain and update all related records

Any other duties or responsibilities that may be reasonably assigned by the management, which are aligned with the company’s operations andobjectives.

Requirements:

• Minimum Diploma in relevant discipline
• At least 3-5 years of relevant working experience in admin or operations role
• Proficient in Microsoft Office
• Able to handle multi-tasking and work with minimal supervision
• Good written and communication skills in English & Chinese. We are seeking candidates proficient in Chinese to effectively communicate with Chinese-speaking clients.
• Meticulous, organised, and responsible
• Able to liaise with government agencies and external vendors

Educational Requirements:

• Diploma or Degree in Business Administration, Engineering, Logistics, Facilities Management, or a related field.
• Candidates with relevant certifications in WSH, ISO, BizSAFE, or Facilities Management will have an added advantage.
• Good understanding of regulatory compliance and government licensing processes (e.g. MOM, NEA, SCDF, BCA, LTA, etc.) is highly preferred.