Operations Administrator

CANATEC PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A dynamic engineering firm in Singapore is seeking an Operations Administrator to enhance day-to-day business operations. This role collaborates closely with the Contract Team, Sales Admin Team, and Operations Team to manage documentation, support sales and contract processes, and ensure operational tasks are executed timely and accurately. Candidates must have at least O-Level or ITE education and 1–3 years of relevant experience, preferably in an SME environment. Proficiency in Microsoft Office and strong coordination skills are essential.

Qualifications

• Minimum O-Level or ITE education; engineering qualifications are a plus.
• 1–3 years of admin or operations support experience, preferably in engineering or construction.
• Strong organization and multitasking skills are essential.

Responsibilities

• Provide support to the Operations Team for daily activities.
• Assist in managing contracts, agreements, and related documentation.
• Support Sales Admin Team with sales orders and documentation.

Skills

Strong organizational skills

Effective communication

Attention to detail

Multitasking

Education

O-Level or ITE education

Tools

Microsoft Office (Word, Excel, Outlook)

Job description

Job Summary

The Operations Administrator plays a key supporting role in ensuring smooth day‑to‑day business operations. This position works closely with the Contract Team, Sales Admin Team, and Operations Team to coordinate documentation, support sales and contract processes, maintain accurate records, and ensure timely execution of operational tasks. The role requires strong coordination, organizational, and communication skills within a fast‑paced SME environment.

Key Responsibilities

1) Operations Support

• Provide administrative and coordination support to the Operations Team for daily activities.
• Assist in scheduling, tracking, and follow‑up of operational tasks and deliverables.
• Maintain accurate records of operational data, reports, and documentation.
• Support process improvements and ensure compliance with internal procedures.

2) Contract Team Support

• Assist in preparing, organizing, and managing contracts, agreements, and related documentation.
• Coordinate contract flow including submission, endorsement, approval, and execution.
• Track contract status and renewal dates, highlighting key deadlines to relevant stakeholders.
• Maintain a centralized contract filing system (physical and/or digital).

3) Sales Administration Support

• Support Sales Admin Team with sales orders, quotations, invoices, and related documentation.
• Assist in order processing and coordination between sales, operations, and clients.
• Update sales and customer records in internal systems.
• Prepare basic sales and operations summary reports as required.

4) Cross‑Team Coordination

• Act as a liaison between Contract, Sales Admin, and Operations teams to ensure smooth communication.
• Follow up on outstanding issues, documents, or requirements across teams.
• Support internal meetings, including preparation of documents and meeting minutes.

5) General Administration

• Perform general administrative duties such as filing, data entry, document control, and correspondence.
• Support audits (internal or external) by organizing relevant documentation.
• Support inventory management of the company Sales and Maintenance stocks.

Requirements

• Min O-Level or ITE education in any discipline; candidates with engineering-related qualifications will be an advantage.
• 1–3 years of administrative or operations support experience, preferably within the engineering or construction industry and an SME environment.
• Exposure to contract administration, sales support, or operations coordination is an advantage.
• Strong organizational and multitasking skills.
• Good attention to detail and documentation accuracy.
• Effective communication and coordination skills.
• Proficient in Microsoft Office (Word, Excel, Outlook); ERP/CRM experience is an advantage.
• Able to work independently and collaboratively in a small team environment.
• Proactive and responsible with a positive working attitude.
• Able to handle multiple priorities in a fast paced SME setting.
• Willing to learn and support across different functions.

Other Information

• Work Location: East of Singapore
• Working Hours: 9.00am to 6.00pm (Mon to Fri)
• Email your resume to: [e-mail]