Operation Administrative Executive

CSP MAINTENANCE PTE LTD; Singapore; On-site; SGD 29,000 - 42,000; Full time

Job summary

CSP MAINTENANCE PTE LTD is seeking an Operations Administrative Executive to join on a contract basis, based in the Jurong East West Region. The role focuses on coordinating administrative tasks, managing documentation, and ensuring smooth day-to-day operations across departments.

You will support the operations team with scheduling, data entry, reporting, and liaison with clients and internal teams while upholding confidentiality and adherence to company policies.

Qualifications

• Proven experience in an administrative or operations support role, preferably in maintenance, facilities management, or related industries
• Strong organisational and time management skills with the ability to prioritise multiple tasks
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint) and general computer literacy
• Attention to detail and accuracy in documentation and record-keeping
• Ability to work independently and as part of a collaborative team
• Customer service orientation with a professional and courteous demeanor
• A relevant diploma or certification in business administration, office management, or similar field is preferred

Responsibilities

• Manage and maintain administrative records, databases, and filing systems for operational efficiency
• Provide comprehensive administrative support to the operations team, including scheduling, coordination, and communication
• Prepare and process operational documentation, reports, and correspondence
• Coordinate maintenance schedules, work orders, and resource allocation
• Liaise with clients, contractors, managing agents and internal departments to facilitate smooth operations
• Track cleaning performance against KPIs and prepare documentation for audits and inspections
• Assist with data entry, filing, and organisation of operational materials
• Handle enquiries and provide administrative support to senior management as required
• Maintain confidentiality and adhere to company policies and procedures
• Compile and submit monthly performance reports and mandatory records to the managing agent on time and accurately
• Act as the administrative link between site supervisors, the managing agent and HQ
• Any other ad-hoc administrative tasks assigned

Skills

Organisation & time management

Communication skills

Independent work

Education

Diploma in Business Administration or related field

Tools

MS Office

Job description

About the role

We are seeking an Operation Administrative Executive to join our team on a contract basis, based in the Jurong East West Region. This is a key administrative position that plays a vital role in supporting our operational activities. You will be responsible for coordinating administrative tasks, managing documentation, and ensuring smooth day-to-day operational functions. This role is essential to maintaining the efficiency and effectiveness of our maintenance operations, and you will work closely with various departments to ensure all processes run seamlessly.

Key responsibilities

1. Manage and maintain administrative records, databases, and filing systems for operational efficiency
2. Provide comprehensive administrative support to the operations team, including scheduling, coordination, and communication
3. Prepare and process operational documentation, reports, and correspondence
4. Coordinate maintenance schedules, work orders, and resource allocation
5. Liaise with clients, contractors, managing agents and internal departments to facilitate smooth operations
6. Track cleaning performance against KPIs and prepare documentation for audits and inspections
7. Assist with data entry, filing, and organisation of operational materials
8. Handle enquiries and provide administrative support to senior management as required
9. Maintain confidentiality and adhere to company policies and procedures
10. Compile and submit monthly performance reports and mandatory records to the managing agent on time and accurately
11. Act as the administrative link between site supervisors, the managing agent and HQ
12. Any other ad-hoc administrative tasks assigned

What we're looking for

1. Proven experience in an administrative or operations support role, preferably in maintenance, facilities management, or related industries
2. Strong organisational and time management skills with the ability to prioritise multiple tasks
3. Excellent written and verbal communication skills
4. Proficiency in Microsoft Office applications (Word, Excel, PowerPoint) and general computer literacy
5. Attention to detail and accuracy in documentation and record-keeping
6. Ability to work independently and as part of a collaborative team
7. Customer service orientation with a professional and courteous demeanor
8. A relevant diploma or certification in business administration, office management, or similar field is preferred

What we offer

At CSP MAINTENANCE PTE LTD, we value our employees and offer a supportive work environment where you can grow and develop your career. We provide competitive remuneration commensurate with your experience and skills. As a contract position, we offer flexibility and the opportunity to gain valuable experience within our dynamic operations team. We foster a culture of professionalism, teamwork, and continuous improvement, and we are committed to supporting the wellbeing and career development of all our staff members.