Company Overview
Measurement & Verification (M&V) Pte Ltd is an accredited Energy Services Company in Singapore managing over 130,000 refrigeration tons of air-conditioning capacity for major clients like Changi Airports and Marina Bay Sands. We focus on energy savings and sustainability.
Job Summary
The Operations & Administrative Coordinator supports the Service Department in daily administrative and operational coordination functions. This role ensures smooth service operations by managing documentation, coordinating schedules, supporting billing processes, and maintaining accurate records across systems.
Responsibilities
Administrative & Documentation
- Enter data accurately into service management systems such as Infotech and Maximo to maintain up-to-date records
- Manage filing, document control, and version tracking of contracts and service documents
- Prepare clear letters, reports, and meeting notes to support communication and record-keeping
- Update and maintain spreadsheets and databases to ensure data integrity
Operations & Coordination
- Coordinate service schedules and assist in job planning to ensure timely service delivery
- Monitor service contracts and track renewal timelines to support contract management
- Communicate effectively with clients, vendors, and internal teams to coordinate schedules and logistics
- Arrange meetings, site access, and related logistics to facilitate smooth operations
Billing & Reporting
- Support monthly invoicing and billing processes by preparing billing schedules and verifying invoice accuracy
- Collaborate with the Finance team to resolve billing discrepancies promptly
- Track and compile reports on service activities, including revenue and preventive/corrective maintenance schedules
- Maintain detailed records of service jobs, equipment, and warranties for operational transparency
Continuous Improvement & Support
- Assist in improving administrative and operational processes to enhance efficiency
- Provide general office support, including coordinating supplies and handling basic claims and expenses
Required competencies and certifications
- Proficient in Microsoft Excel, including formulas (SUM, VLOOKUP), data sorting/filtering, and basic reporting
- Skilled in Microsoft Word and Outlook for document preparation and communication
- Strong written and verbal communication skills to support coordination and reporting
- Detail-oriented and organized to manage multiple tasks independently
- Prior experience in administrative or coordination roles is advantageous
Preferred competencies and qualifications
- GCE O/A Level, Nitec, Diploma, or equivalent educational background
Other Information
Working Environment
- Site-based role within the Service Department requiring coordination between project/client sites and office teams
- May involve occasional travel between sites
- Suitable for candidates comfortable working in a site-based environment
- Work-life balance with a stable 5-day work week
