Senior Administrative Assistant

Job Overview

The role involves handling training administration, equipment sales and rental documentation, vehicle de-registration, LTA registration and maintenance of the Rentaru e-commerce platform. The successful candidate should be detail-oriented, adaptable and able to manage multiple responsibilities effectively.

Key Responsibilities

• Training Administration: Prepare training invoices and credit notes, handle email and phone enquiries, process SkillsFuture Fund refunds, maintain debtor records and follow up on outstanding payments.
• Vehicle De-registration & Disposal: Handle LTA de-registration of company vehicles and rental assets, prepare related documents and submit Vehicle Disposal Permits (VDP) to Singapore Customs.
• E-commerce & Stock Management: Maintain the Rentaru website and online stocklist, manage equipment listings, coordinate PDI for allocated units and process invoices in Pronto.
• Equipment Sales Administration: Process customer orders for new, trade-in and ex-rental equipment. Prepare PDI jobs, obtain necessary approvals, issue delivery orders and invoices, and coordinate equipment commissioning and delivery with relevant departments.
• Equipment Rental Administration: Process new, replacement and used rental agreements. Prepare PDI jobs and CAPEX summaries, issue delivery orders and invoices, coordinate equipment collection and update records in Pronto.
• LTA Registration: Arrange registration of newly sold equipment and rental assets.

Job Requirements

• Minimum GCE O-Level qualification; Diploma holders are preferred.
• At least 3 years of relevant experience in administrative, sales coordination or operations support.
• Experience in order processing, invoicing and documentation will be an advantage.
• Proficient in Microsoft Office – Word and Excel.
• Strong organisational and multitasking skills with good attention to detail.
• Able to work independently, manage multiple tasks and adapt to different software systems and work processes.
• Good communication and interpersonal skills.