Office Admin & Operation Executive #Ubi #NKC

Recruit Express Pte Ltd; Singapore; On-site; SGD 45,000 - 78,000; Full time

Job summary

Recruit Express Pte Ltd is seeking a detail-oriented Operations & Admin professional to provide daily operational and administrative support across multiple functions, including billing, fleet administration, chauffeur coordination, HR support, and digitalisation initiatives.

The role involves handling documents, tracking reports, supporting audits, and coordinating cross-functional tasks. A proactive, organized candidate will thrive in this role within a dynamic environment in Singapore.

Responsibilities

• Provide daily operational and administrative support.
• Handle documents, records, trackers and reports.
• Follow up with different departments on pending matters.
• Support projects and other operational tasks.
• Prepare and process invoices, debit notes and credit notes.
• Check billing documents for accuracy.
• Follow up with customers and internal teams on billing matters.
• Assist with billing discrepancies and month-end reconciliation.
• Track vehicle road tax renewals and payments.
• Maintain vehicle records and renewal schedules.
• Follow up on outstanding fleet documents.
• Coordinate chauffeur/driver assignments.
• Update deployment schedules and records.
• Communicate changes to drivers and relevant teams.
• Escalate any manpower or coverage issues.
• Maintain SOPs and department documents.
• Organise documents for audit purposes.
• Track audit follow-up actions.
• Ensure proper document filing and confidentiality.
• Support system and process improvement projects.
• Maintain databases, trackers and reports.
• Assist with UAT and new system implementation.
• Look for ways to improve work efficiency.
• Support cross-functional projects and ad-hoc tasks.
• Perform other duties assigned by Management.

Job description

1. Operations & Admin

• Provide daily operational and administrative support.
• Handle documents, records, trackers and reports.
• Follow up with different departments on pending matters.
• Support projects and other operational tasks.

2. Billing

• Prepare and process invoices, debit notes and credit notes.
• Check billing documents for accuracy.
• Follow up with customers and internal teams on billing matters.
• Assist with billing discrepancies and month-end reconciliation.

3. Fleet Administration

• Track vehicle road tax renewals and payments.
• Maintain vehicle records and renewal schedules.
• Follow up on outstanding fleet documents.

4. Chauffeur Coordination

• Coordinate chauffeur/driver assignments.
• Update deployment schedules and records.
• Communicate changes to drivers and relevant teams.
• Escalate any manpower or coverage issues.

5. Records & Audit

• Maintain SOPs and department documents.
• Organise documents for audit purposes.
• Track audit follow-up actions.
• Ensure proper document filing and confidentiality.

6. HR & People Support

• Coordinate staff training and attendance.
• Support new employee onboarding.
• Assist with staff welfare and engagement activities.
• Coordinate administrative matters with HR.

7. Digitalisation & Improvement

• Support system and process improvement projects.
• Maintain databases, trackers and reports.
• Assist with UAT and new system implementation.
• Look for ways to improve work efficiency.

8. Other Duties

• Support cross-functional projects and ad-hoc tasks.
• Perform other duties assigned by Management.