Administrative 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 andobjectives.

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, organised, and responsible
• Able to liaise with government agencies and external vendors

Educational Requirements:

• Diploma or Degree in Business Administration, Engineering, Logistics, Facilities Management, or a related field.
• Candidates with relevant certifications in WSH, ISO, BizSAFE, or Facilities Management will have an added advantage.
• Good understanding of regulatory compliance and government licensing processes (e.g. MOM, NEA, SCDF, BCA, LTA, etc.) is highly preferred.