Operations Executive

Job Description

REQUIREMENTS

• Advanced MS Excel certification is an advantage.
• Training in office administration, records management or data analytics is desirable.
• Exposure to contract administration, invoice tracking or expense documentation is preferred.
• Experience working independently in a remote or distributed team environment is an advantage.
• Proficiency in MS Excel and MS Word, with sound data analysis and reporting capability.
• High level of accuracy and attention to detail in data entry and documentation.
• Strong organisation and time management skills with the discipline to meet deadlines unsupervised.
• Comfort working with business systems and converting, filtering and formatting reports.
• Discretion and confidentiality in handling employee, client, and financial information.
• English language proficiency mandatory; additional languages are advantageous.

RESPONSIBILITES

• Manage daily administrative operations including employee records, contract administration, financial documentation, and master data sheets for management reporting.
• Ensure AMC contracts are renewed before expiry and prepare new contracts for expired ones.
• Capture expenses and vendor invoices accurately.
• Prepare and maintain employee leave planner, uniform and safety shoes issuance logs, overtime sheets, and employee data sheets for gate passes.
• Maintain landscaping and swimming pool contract administration and commercial documentation.
• Prepare petty cash vouchers and landscaping project expense sheets, and reconcile supporting documentation.
• Update tax invoice details and maintain invoice trackers for landscaping and swimming pool vendor invoices.
• Prepare timesheets for external labour deployed on landscaping sites.
• Filter and convert AMC service reports to PDF format for client submission for both landscaping and swimming pool services.
• Maintain and update master data sheets with accuracy, completeness, and version control.
• Perform daily data entry across administrative, contract, expense and service records with no backlog.
• Cross-check entries against source documents and resolve discrepancies.
• Produce routine administrative and status reports for the Administration Manager and operations stakeholders.
• Maintain organised digital filing for contracts, invoices, vouchers and reports for review and audit.
• Handle employee, client, and financial information confidentially in a remote working environment.

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