Operations Support Executive (Up to $4,000) #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.