ADMINISTRATION MANAGER
Administrative Manager Industry: Automotive Repair, Car Polishing & Car Wash Employment Type: Full-Time Working Days: 5.5 Days per Week Location: Singapore We are looking for an experienced, responsible and hands-on Administrative Manager to join our automotive repair, car polishing and car wash business. This is not a purely office-based administrative position. The successful candidate will be responsible for a wide range of administrative, employee, government, insurance, basic accounting and daily operational coordination matters. The candidate must be able to work in a busy automotive workshop environment and communicate effectively with Management, workers and customers. Job Responsibilities
- MOM, CPF & IRAS Matters
Handle all MOM-related matters, including work permit applications, renewals, cancellations, transfers and other work pass matters.
Manage foreign worker documentation and related administrative requirements.
Handle CPF submissions and related matters.
Handle IRAS matters and relevant submissions.
Ensure statutory requirements and deadlines are properly followed.
Liaise with government authorities and other relevant parties when necessary.
- Insurance & Employee Matters
Handle WICA (Work Injury Compensation Act) claims and follow up on work injury cases.
Handle Medical Insurance (MI) claims and liaise with insurance companies.
Maintain proper employee records and documentation.
Record and monitor workers' attendance, leave, medical leave and other absences.
Follow up on employee-related matters and keep Management informed.
- Accounts & Administrative Duties
Maintain proper records of company accounts and daily transactions.
Prepare invoices / bills for customers.
Prepare Payment Vouchers (PV) and record payments and expenses.
Assist with basic accounting and bookkeeping-related work.
Maintain proper filing and documentation.
Monitor outstanding payments and follow up when necessary.
- Customer Vehicle & Job Coordination
Coordinate the collection and delivery of customers' vehicles between customers' premises and the workshop.
Arrange which worker is responsible for collecting or returning each customer's vehicle.
Keep proper records of vehicle collection and delivery schedules.
Record each customer's vehicle details and ensure the correct vehicle is collected and delivered to the correct customer.
Record and monitor what service / job each vehicle requires, such as: Car repair
Car polishing
Paint / bodywork
Car wash
Other automotive services
Coordinate with workers to ensure each vehicle is assigned to the correct job / project.
Monitor the progress and status of each vehicle and follow up with the relevant workers.
Coordinate the estimated completion and delivery schedule with customers.
Ensure completed vehicles are properly checked and arranged for return to customers.
Communicate with customers regarding collection, repair / service status and delivery arrangements.
Maintain accurate records of customer, vehicle, assigned worker, job type, collection date, completion status and delivery date.
- Daily Operations & Communication
Communicate with workers, customers, suppliers and external parties regarding daily operational matters.
Coordinate workers and follow up on daily operational tasks.
Handle customer enquiries and administrative or service-related issues.
Assist in coordinating the daily operations of our car repair, car polishing and car wash business.
Keep Management informed of important matters, problems, delays and customer issues.
Report important matters to the Boss promptly and provide regular updates on ongoing jobs and operational issues.
Perform other duties assigned by Management.
Job Requirements Minimum 3–5 years of relevant working experience in Singapore.
Strong hands-on experience in MOM, CPF and IRAS matters.
Experience handling WICA and Medical Insurance (MI) claims.
Experience in employee attendance and leave records.
Basic accounting experience, including invoicing, Payment Vouchers, payments and transaction recording.
Good organisational and coordination skills.
Bilingual in English and Chinese with good communication skills.
Able to communicate effectively with workers, customers and Management.
Able to coordinate multiple vehicles, workers and jobs at the same time.
Able to work independently with minimal supervision.
Mature, responsible, meticulous and well-organised.
Proactive, practical and able to solve problems quickly.
Willing to work 5.5 days per week.
Work Environment As the company business operates in the automotive repair, car polishing and car wash industry, this is a busy workshop environment rather than a typical clean office environment. The candidate should be comfortable working around: Vehicles and automotive repair activities.
Dust, water, grease, oil and other workshop-related materials.
Automotive tools, parts and equipment.
Workshop noise and frequent movement.
Busy periods where multiple vehicles, customers and workers need to be coordinated simultaneously.
Candidates must be adaptable, practical and comfortable working in this type of environment.