Admin Executive

Job description  

• Insurance Responsibilities:
  • Work with insurance brokers on all insurance and claim matters
  • Find the best insurance plans and premiums
  • Check and recommend suitable insurance coverage for the company
  • Keep all insurance records updated and organized
• Building and Facilities Management Responsibilities:
  • Work with consultants, contractors, and authorities on building matters
  • Handle repairs and maintenance for company buildings and facilities
  • Do monthly checks to spot issues and plan fixes
  • Make sure all services follow contract terms
  • Manage service contracts, including renewals
  • Keep all related records up to date 

• Vehicle & Machinery Purchasing Responsibilities:
  • Work with vendors to handle payment, delivery, and registration of new vehicles/machines
  • Coordinate with internal teams for delivery, registration, and training
  • Manage R&M (repair & maintenance) contract applications and renewals
  • Update warranty and purchase details in admin records and SAP system
  • Handle EZ-Link registration and keep ERP records updated
  • Maintain all purchase-related records 
• Sales of vehicles & heavy machineries
• Prepare quotation, packing list and other required documents
• Coordinate with customer and internal department to arrange inspection and collection/delivery
• Transfer/Lay-up/Deregister vehicle thru One Motoring
• Update and maintain records 

• Finance Responsibilities:
  • Handle bank document submissions and credit card matters
  • Manage e-banking setup and access
  • Keep all banking documents organized and records updated 
• Banking and Insurance Guarantees
  • Handle company bank and insurance documents
  • Coordinate with banks and insurers for renewals and updates
  • Keep records accurate and up to date 
• Government Licensing & Renewal Responsibilities:
  • Apply for and renew various licenses with government agencies (e.g. MOM,HDB, NEA, SCDF, EMA, PUB, BCA, LTA, MPA)
  • Handle applications for new equipment, noise monitoring, waste disposal, and certifications
  • Ensure all licenses are kept up to date and records are properly maintained 
• ISO & BizSAFE Management:
  • Handle documentation and renewals for ISO and BizSAFE certifications
  • Liaise with auditors and ensure compliance with certification requirements
  • Maintain and update all related records 

Any other duties or responsibilities that may be reasonably assigned by the management, which are aligned with the company’s operations and objectives.

 Requirements:

• Minimum Diploma in relevant discipline
• At least 3–5 years of relevant working experience in admin or operations role
• Proficient in Microsoft Office
• Able to handle multi-tasking and work with minimal supervision
• Good written and communication skills in English & Chinese. We are seeking candidates proficient in Chinese to effectively communicate with Chinese-speaking clients.
• Meticulous, organized, and responsible
• Able to liaise with government agencies and external vendors