Senior Administrative & Operations Support Executive - Engineering, Tuas Avenue

GRACE HR SOLUTIONS; Singapore; On-site; SGD 45,000 - 65,000; Full time

Job summary

A dynamic HR consultancy in Singapore is seeking an experienced Administrative Operations Supervisor to lead a team in ensuring efficient operations. The ideal candidate will have over 3 years of experience in administrative roles, proficiency in Excel, and strong communication skills. Responsibilities include supervising staff, managing customer inquiries, and optimizing operational processes.

Qualifications

• 3+ years of administrative or operations support experience.
• At least 1 year in a supervisory or team-lead capacity.
• Strong organizational skills in managing multiple priorities.

Responsibilities

• Supervise and mentor Administrative & Operations Support Officers.
• Review and approve processed orders and invoices.
• Optimize data integrity in Excel and internal databases.

Skills

Microsoft Word

Excel proficiency (pivot tables, VLOOKUP)

Verbal communication skills

Written communication skills

Problem-solving

Job description

What You’ll Do

• Supervise, mentor, and allocate tasks to Administrative & Operations Support Officers, ensuring timely and precise output.
• Review and approve processed orders, customer requests, and invoices; swiftly resolve discrepancies.
• Optimize data integrity in Excel and internal databases; design templates and reporting dashboards.
• Coordinate insurance documentation, technical drawings, and delivery logistics for machinery.
• Manage complex customer enquiries with professionalism, tracking all follow-ups and service metrics.
• Drive process improvement initiatives, identify bottlenecks, and implement corrective actions.
• Handle incoming calls professionally when team officers are unavailable, ensuring prompt assistance.

What We’re Looking For

• 3+ years of administrative or operations support experience, including at least 1 year in a supervisory or team-lead capacity.
• Expert proficiency in Microsoft Word, Excel (pivot tables, VLOOKUP), and Outlook.
• Proven ability to juggle multiple priorities under tight deadlines with a meticulous mindset.
• Strong verbal and written communication skills.
• Proactive problem-solver who takes ownership and follows tasks through to completion.
• Collaborative leader who fosters teamwork and motivates direct reports.

Reporting Line

You’ll report directly to the General Manager and the Operations & Sales Director/Manager, giving you exposure to high-level decision-making and opportunities to influence our processes.