Operations Support Admin #ESY

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 escalate 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.

Interested candidates, please email your resume to [email protected]

Anna See Sing Yee

CEI Reg R25157535

Recruit Express Pte Ltd

EA License No: 99C4599

We regret that only shortlisted candidates will be contacted