Operations Support Executive (Up to $4,000) #NJN
Working location: Ubi Road Working hours: Mon to Fri, 8am to 530pm
Key Responsibilities
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.