Location: Woodlands, Singapore
Working Days: 6 days per week
Working Hours: 9:00 a.m. – 6:00 p.m.
Job Purpose
This position is responsible for the full spectrum of HR, administrative, and operational coordination functions for the Company’s HVAC services operations, ensuring effective manpower management, payroll accuracy, regulatory compliance, and smooth daily service delivery.
Key Responsibilities
1. Human Resources & Payroll
- Administer end-to-end payroll processing, including basic salary, overtime, commissions, allowances, claims, and statutory submissions (CPF, SDL, levies, etc.).
- Maintain accurate employee records, leave management, medical claims, and disciplinary documentation.
- Support recruitment, onboarding, work pass administration, and off-boarding processes.
- Prepare employment contracts, HR letters, and internal HR documentation.
- Ensure compliance with Singapore Employment Act, MOM regulations, and company HR policies.
2. Operations & Service Coordination
- Receive and professionally handle customer service requests (installation, servicing, inspection, repair) via phone, WhatsApp, email, website, and social media platforms.
- Plan and coordinate daily work schedules for technicians and subcontractors.
- Arrange site entry permits, safety documentation, and access approvals for all job locations.
- Liaise with customers, building management, and project coordinators on scheduling matters.
- Provide admin/secretary support to management team.
3. Procurement & Vendor Management
- Source, purchase, and coordinate delivery of air-conditioning units, spare parts, tools, and consumables.
- Manage supplier quotations, purchase orders, delivery tracking, and inventory records.
- Coordinate payments to suppliers, subcontractors, agents, and statutory bodies.
4. Finance & Administration
- Prepare and issue customer quotations, invoices, and service reports.
- Manage petty cash, expense claims, and receipt verification.
- Perform data entry, document filing, and record maintenance (physical and digital).
- Support monthly management reporting on manpower costs, commissions, and operational expenses.
Job Requirements
- Minimum 9 years of relevant working experience in an SME environment, preferably in engineering, or building services.
- Strong knowledge of Singapore employment regulations and payroll practices.
- Highly organised, detail-oriented, and able to multitask under operational pressure.
- Proficient in Microsoft Office and HR/payroll systems.
- Good communication skills in English and Mandarin as this position requires communicating both internally and externally with workers, technicians, and customers in residential, commercial, and industrial environments.
- Willingness to travel between office, dormitories, and work sites when required.
- Able to work weekends or public holidays when operational support is necessary.