Operations Support Admin #ESY

Recruit Express Pte Ltd; Singapore; On-site; SGD 39,000 - 58,000; Full time

Job summary

Recruit Express Pte Ltd is seeking an Operations Coordinator to provide day-to-day administrative and operational support across the Operations Department in Singapore. You will coordinate documentation, maintain records, and assist with reporting, audits, and process improvements to ensure efficient service delivery.

Responsibilities also include billing coordination, fleet administration, chauffeur deployment, governance, and cross-functional onboarding.

Responsibilities

• Provide day-to-day operational and administrative support to the Operations Department.
• Coordinate operational documentation, customer administrative requests and follow-up matters.
• Maintain operational records, trackers, filing systems and departmental documentation.
• Compile information and support the preparation of operational reports and updates.
• Monitor assigned action items and follow up with relevant stakeholders to support timely completion.
• Support departmental projects, business continuity requirements and other operational priorities.

Job description

1. Operations Coordination & Department Support

• Provide day-to-day operational and administrative support to the Operations Department.
• Coordinate operational documentation, customer administrative requests and follow-up matters.
• Maintain operational records, trackers, filing systems and departmental documentation.
• Compile information and support the preparation of operational reports and updates.
• Monitor assigned action items and follow up with relevant stakeholders to support timely completion.
• Support departmental projects, business continuity requirements and other operational priorities.

2. Billing Coordination & Documentation Follow-up

• Prepare and process invoices, debit notes, credit notes and approved billing adjustments.
• Verify supporting documents for accuracy, completeness and proper authorization before submission.
• Coordinate with Operations, Sales, Finance and customers on billing documentation and follow-up matters.
• Assist in resolving billing discrepancies and responding to billing-related enquiries.
• Support month-end billing, reconciliation and reporting activities.
• Maintain complete and auditable billing records and supporting documents.

3. Fleet Administration & Road Tax Tracking

• Coordinate and process vehicle road tax renewals and payments in accordance with approved procedures.
• Maintain road tax due-date records, renewal schedules and supporting documentation.
• Follow up on outstanding fleet-related documents and ensure records are updated promptly.
• Support other fleet administration matters assigned by the Reporting Officer.

4. Chauffeur Deployment Coordination

• Coordinate chauffeur driver assignments and deployment based on operational and customer requirements.
• Maintain accurate assignment, deployment and change records.
• Communicate deployment arrangements and changes to relevant stakeholders promptly.
• Assist in monitoring operational coverage and elevate potential gaps to the Reporting Officer.
• Support ad-hoc chauffeur coordination requirements where necessary.

5. Governance, Records & Audit Support

• Maintain departmental Standard Operating Procedures, forms, records and controlled documents.
• Support internal and external audit requirements through timely retrieval and organization of records.
• Assist in tracking follow-up actions arising from audits, reviews or internal control requirements.
• Apply proper records management, document retention and confidentiality practices.
• Support departmental compliance and data protection activities as directed.

6. Department-level People Coordination Support

• Coordinate department-level training nominations, registrations, attendance records and related administration where required.
• Support onboarding arrangements and departmental orientation for new employees.
• Assist with department welfare, engagement and communication activities where required.
• Liaise with Human Resources on employee-related administrative matters, with policy and functional ownership remaining with Human Resources.

7. Sustainability Support

• Support company or workplace sustainability initiatives, including Office activities, where required.
• Maintain relevant departmental records or coordinate activities only when assigned.
• Undertake formal responsibilities only if separately appointed by Management.

8. Digitalization & Continuous Improvement

• Support approved digitalization, automation and process improvement initiatives within Operations.
• Maintain operational databases, trackers, dashboards and reporting tools.
• Assist in User Acceptance Testing and system implementation activities.
• Support the adoption of approved Microsoft 365, Copilot and other digital solutions.
• Identify and propose practical opportunities to improve workflow efficiency, accuracy and service delivery.

9. Other Duties

• Perform other duties and responsibilities assigned by the Reporting Officer or Management from time to time.
• Support cross-functional initiatives and changing departmental priorities as business needs evolve.

We regret that only shortlisted candidates will be contacted