Operations Support Executive NJN

Working location: Ubi Road

Working hours: Mon to Fri, 8am to 530pm

Key Responsibilities

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.