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 [HIDDEN TEXT]

Anna See Sing Yee

CEI Reg R25157535

Recruit Express Pte Ltd

EA License No: 99C4599

We regret that only shortlisted candidates will be contacted