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.