Operations Support Executive (Up to $4,000) #NJN
3000 - 4000 SGDFull-time
Recruit Express Pte Ltd
Working location: Ubi Road
Working hours: Mon to Fri, 8am to 530pm
Key Responsibilities
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 Eco Office activities, where required.
- Maintain relevant departmental records or coordinate activities only when assigned.
- Undertake formal ECO-related 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.
Requirements
- Diploma in Business Administration, Operations Management, Business Studies, Finance or a related discipline.
- At least 2 years of relevant experience in operations support, administration, billing coordination, customer service or a related function.
- Experience in fleet operations, transport, automotive, rental, leasing or a service-oriented environment will be advantageous.
- Data Protection Officer certification or relevant data protection knowledge is an added advantage and is not a mandatory requirement.
Jessica Nguyen Huynh Thanh Truc
CEI Reg. R23113787
EA License No. 99C4599
We regret that only shortlisted candidates will be notified.
Vacancy posted 19 days ago
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