ADMINISTRATION MANAGER

Administrative Manager Industry: Automotive Repair, Car Polishing & Car Wash Employment Type: Full-Time Working Days: 5.5 Days per Week Location: Singapore We are looking for an experienced, responsible and hands-on Administrative Manager to join our automotive repair, car polishing and car wash business. This is not a purely office-based administrative position. The successful candidate will be responsible for a wide range of administrative, employee, government, insurance, basic accounting and daily operational coordination matters. The candidate must be able to work in a busy automotive workshop environment and communicate effectively with Management, workers and customers. Job Responsibilities 1. MOM, CPF & IRAS Matters • Handle all MOM-related matters, including work permit applications, renewals, cancellations, transfers and other work pass matters. • Manage foreign worker documentation and related administrative requirements. • Handle CPF submissions and related matters. • Handle IRAS matters and relevant submissions. • Ensure statutory requirements and deadlines are properly followed. • Liaise with government authorities and other relevant parties when necessary. 2. Insurance & Employee Matters • Handle WICA (Work Injury Compensation Act) claims and follow up on work injury cases. • Handle Medical Insurance (MI) claims and liaise with insurance companies. • Maintain proper employee records and documentation. • Record and monitor workers' attendance, leave, medical leave and other absences. • Follow up on employee-related matters and keep Management informed. 3. Accounts & Administrative Duties • Maintain proper records of company accounts and daily transactions. • Prepare invoices / bills for customers. • Prepare Payment Vouchers (PV) and record payments and expenses. • Assist with basic accounting and bookkeeping-related work. • Maintain proper filing and documentation. • Monitor outstanding payments and follow up when necessary. 4. Customer Vehicle & Job Coordination • Coordinate the collection and delivery of customers' vehicles between customers' premises and the workshop. • Arrange which worker is responsible for collecting or returning each customer's vehicle. • Keep proper records of vehicle collection and delivery schedules. • Record each customer's vehicle details and ensure the correct vehicle is collected and delivered to the correct customer. • Record and monitor what service / job each vehicle requires, such as: • Car repair • Car polishing • Paint / bodywork • Car wash • Other automotive services • Coordinate with workers to ensure each vehicle is assigned to the correct job / project. • Monitor the progress and status of each vehicle and follow up with the relevant workers. • Coordinate the estimated completion and delivery schedule with customers. • Ensure completed vehicles are properly checked and arranged for return to customers. • Communicate with customers regarding collection, repair / service status and delivery arrangements. • Maintain accurate records of customer, vehicle, assigned worker, job type, collection date, completion status and delivery date. 5. Daily Operations & Communication • Communicate with workers, customers, suppliers and external parties regarding daily operational matters. • Coordinate workers and follow up on daily operational tasks. • Handle customer enquiries and administrative or service-related issues. • Assist in coordinating the daily operations of our car repair, car polishing and car wash business. • Keep Management informed of important matters, problems, delays and customer issues. • Report important matters to the Boss promptly and provide regular updates on ongoing jobs and operational issues. • Perform other duties assigned by Management. Job Requirements • Minimum 3–5 years of relevant working experience in Singapore. • Strong hands-on experience in MOM, CPF and IRAS matters. • Experience handling WICA and Medical Insurance (MI) claims. • Experience in employee attendance and leave records. • Basic accounting experience, including invoicing, Payment Vouchers, payments and transaction recording. • Good organisational and coordination skills. • Bilingual in English and Chinese with good communication skills. • Able to communicate effectively with workers, customers and Management. • Able to coordinate multiple vehicles, workers and jobs at the same time. • Able to work independently with minimal supervision. • Mature, responsible, meticulous and well-organised. • Proactive, practical and able to solve problems quickly. • Willing to work 5.5 days per week. Work Environment As the company business operates in the automotive repair, car polishing and car wash industry, this is a busy workshop environment rather than a typical clean office environment. The candidate should be comfortable working around: • Vehicles and automotive repair activities. • Dust, water, grease, oil and other workshop-related materials. • Automotive tools, parts and equipment. • Workshop noise and frequent movement. • Busy periods where multiple vehicles, customers and workers need to be coordinated simultaneously. Candidates must be adaptable, practical and comfortable working in this type of environment.