Office Administrator

EXHEAT; Singapore; On-site; SGD 36,000 - 54,000; Full time

Job summary

EX Services Pte Ltd is seeking an Office Administrator in Singapore to support daily administrative tasks within the Service Department. You will handle inquiries, quotations, purchase orders, and document control for spares, repeat bundles, and site services.

Responsibilities include coordinating with vendors, processing orders, creating BOMs and route cards, arranging site travel, and covering for staff when needed. Strong communication and organization are essential.

Qualifications

• Experience handling enquiries and quotations
• Proven ability to process purchase orders and document control
• Organized with strong communication skills

Responsibilities

• Answering telefo ne calls and directing messages
• Logging enquiries on AX and sending acknowledgements to clients
• Issuing spare and repeat bundle quotations and requesting quotes from vendors
• Processing client purchase orders for spares, bundles and site services
• Creating BOMs and route cards for spare parts
• Preparing handover emails for Repeat Bundles to UK Project Department
• Issuing repair and modification quotations
• Creating SPIRS for document control and clients
• Updating Open Orders to meet monthly targets
• Travel arrangements for Site Engineers and liaising with travel agencies
• Issuing preliminary and final job packs for Site Engineers
• Completing site invoicing upon return of site engineers
• Covering for department staff when required
• Answering telephone and directing calls and taking messages

Skills

Administrative

Communication

Microsoft Office

Tools

Microsoft Dynamics AX

Job description

Office Administrator, EX Services Pte Ltd

• logging of enquires on AX and sending enquiry acknowledement to clients.
• Issuing of spare and repeat bundle quotations to clients (including requesting of quotes from vendors)
• Processing client purchase orders from all spares, repeat bundles and site services
• Creating bom for spare parts and route cards
• Preparation of handover email for Repeat Bundles to UK Project Department
• Issue repair and modification quotations
• Creating and issuing SPIRS for documents control and clients when required
• Update Open Orders document for spares to help ensure the monthly output targets are achieved.

Site Services

• Travel arrangements for Site Engineers, included liaising with Singapore Travel Agency and booking of hotels
• Issuing of Preliminary and Final Jobpacks for Site Engineers
• Completing site invoicing upon return of site engineers.

General

• Cover for any of the department staff when required.
• Answering the telephone, directing the calls appropriately and taking down messages.