Care Coordinator (Administrative & Operations Support)

MING HWEE AGENCY; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading employment agency in Singapore is seeking a meticulous Care Coordinator to manage the operational heartbeat of the agency. Responsibilities include document management, logistics coordination, and client support ensuring compliance with regulations. The ideal candidate is extremely organized, has prior administrative experience, and is proficient in Microsoft Office. If you pride yourself on behind-the-scenes excellence, this is an excellent opportunity to ensure our operations run smoothly.

Qualifications

• Prior administrative, secretarial, or operations experience is preferred.
• Experience in an employment agency (EA) is a huge bonus.
• Extremely organized with an eye for detail.
• Proficient in Microsoft Office and comfortable learning new CRM systems.

Responsibilities

• Manage the full documentation lifecycle, including MOM work permit applications.
• Coordinate international flight bookings, airport pick-ups, and local transport.
• Track embassy contract verifications and monitor medical statuses.
• Maintain the CRM database with real-time updates.
• Assist clients with administrative queries and appointment scheduling.

Skills

CRM

Microsoft Office

Microsoft Excel

Inventory

Data Management

Purchasing

Administration

Data Entry

Compliance

Travel Coordination

Administrative Support

Appointment Scheduling

Education

CEI (KAH or Basic) certification

Job description

About the Role

Are you the organized force behind a successful team? We are looking for a meticulous Care Coordinator to manage the operational heartbeat of our agency. You will ensure that every document, flight booking, and medical appointment is handled with precision, allowing our consultants to focus on their clients. This is a vital non-sales role that keeps our "Engine Room" running smoothly.

Key Responsibilities

• End-to-End Processing: Manage the full documentation lifecycle, including MOM work permit applications (e-Service), insurance purchasing, and security bond arrangements. You ensure 100% compliance with MOM regulations.
• Logistics & Travel Coordination: Be the master of schedules. You will coordinate international flight bookings, airport pick-ups, and local transport for SIP training and medical check-ups. You ensure all parties (employer, helper, driver) are informed and confirmed.
• Embassy & Overseas Liaison: Act as the bridge with our overseas partners. You will track embassy contract verifications, monitor "fit-to-fly" medical statuses, and ensure all pre-departure documentation is accurate.
• System & Data Management: Maintain our CRM database with real-time updates. You will scan and organize documents, track application statuses (IPA approvals), and flag any delays immediately.
• Client Support: Assist clients with administrative queries, appointment scheduling, and SingPass/MOM account registrations, ensuring they have a seamless onboarding experience.

Requirements

• Experience: Prior administrative, secretarial, or operations experience is preferred. Experience in an employment agency (EA) is a huge bonus.
• Licensure: CEI (KAH or Basic) certification is strongly preferred. Candidates without a CEI license must be willing to attend the course and pass the test (company support provided).
• Key Traits: Extremely organized with an eye for detail (you don't miss typos!). You can multitask effectively in a fast-paced environment and stay calm under pressure.
• Tech Skills: Proficient in Microsoft Office and comfortable learning new CRM systems.
• Values: You take pride in "behind-the-scenes" excellence and believe that accurate admin work is a form of care for our clients.

Key Skills

• CRM
• Microsoft Office
• Microsoft Excel
• Inventory
• Data Management
• Purchasing
• Administration
• Data Entry
• Compliance
• Travel Coordination
• Administrative Support
• Bridge
• Appointment Scheduling