Operations Admin Executive

Operations Admin Executive

Exhaust Maintenance Department

Location: Woodlands, Singapore
Employment Type: Full-Time
Reports To: Head of Department, Exhaust Maintenance

About Yeo Eng Koon

Yeo Eng Koon (S) Pte Ltd started as an LPG distributor more than 50 years ago. As many of our customers operate in the food and beverage industry, we recognised the opportunity to add value beyond our gas supply services. This led to the development of our one-stop commercial kitchen solutions concept.

Today, we provide customers with cost-effective and time-saving solutions for their kitchen renovation and equipment needs. Our professionally trained sales team advises customers on commercial kitchen layouts, kitchen equipment, kitchen exhaust systems, fire suppression systems and gas supply.

By entrusting the coordination of their projects to us, customers can enjoy a smooth and hassle-free kitchen renovation experience. After project completion, our team of trained technicians remains available to provide troubleshooting, repair and maintenance services.

We are looking for a responsible, organised and proactive Operations Admin Executive to support our Exhaust Maintenance Department.

About the Role

You will coordinate daily maintenance and repair jobs, communicate with customers and technicians, prepare service documentation and ensure that completed jobs are processed for invoicing promptly.

This position is suitable for someone who enjoys coordinating people and schedules, resolving operational issues and keeping multiple jobs moving smoothly.

Key Responsibilities

• Plan and coordinate daily maintenance, repair and urgent service jobs.
• Assign technicians according to location, availability and job requirements.
• Communicate job schedules and instructions to customers, technicians and site representatives.
• Monitor job progress and follow up on delayed or incomplete work.
• Prepare quotations and follow up with customers on pending approvals.
• Convert approved quotations into Sales Orders and prepare Delivery Orders.
• Prepare accurate service reports using technicians' job details and photographs.
• Check that all required before-and-after photographs and supporting information have been submitted.
• Coordinate permits to work, site-access approvals and other site documentation.
• Maintain records of maintenance contracts, renewal dates and upcoming service schedules.
• Respond professionally to customer enquiries through phone, email and WhatsApp.
• Follow up on completed jobs to ensure timely invoicing.
• Update customer, job and equipment records in the Company's systems.
• Prepare simple operational and revenue reports when required.
• Provide general administrative and operational support to the Head of Department.

Requirements

• Minimum one to two years of experience in administration, operations or service coordination.
• Experience in maintenance, engineering, facilities management or a service-related industry will be an advantage.
• Good written and spoken English.
• Proficient in Microsoft Word and Excel.
• Comfortable using email, WhatsApp and online business systems.
• Good organisational, time-management and communication skills.
• Meticulous in preparing documents and entering information.
• Able to manage several jobs and priorities simultaneously.
• Able to work independently, take initiative and follow up consistently.
• Willing to learn about commercial kitchen exhaust maintenance services.
• Able to work effectively in a fast-paced operational environment.

The Person We Are Looking For

You should be:

• Organised and able to track jobs at different stages.
• Proactive in following up without constant reminders.
• Responsible and willing to take ownership of assigned work.
• Detail-oriented when checking reports, quotations and job information.
• Responsive when communicating with customers and technicians.
• Resourceful in resolving routine operational issues.
• A team player who works well with technicians, administrators and management.

Why Join Us

• Join an established Singapore company with more than 50 years of industry experience.
• Gain practical exposure to service operations and maintenance management.
• Work closely with an experienced operations and technical team.
• Develop your coordination, customer service and technical knowledge.
• Enjoy opportunities to learn and grow within the Company.

Only shortlisted candidates will be contacted for an interview.