Full Time Operations Administrator Jobs, in HSM Marine Engineering Pte Ltd - Maukerja

Job Description – Operations Administrator

Company: HSM Marine Engineering Pte. Ltd.

Department: Ship Repair Operations

Position: Operations Administrator

Location: Tuas, Singapore

Job Summary

The Operations Administrator will provide administrative and coordination support to HSM Marine’s ship-repair operations team. The role involves maintaining accurate operational records, coordinating workers’ deployment and travel arrangements, monitoring timesheets, and submitting verified manpower information to the Accounts team for salary processing.

Key Responsibilities
Operations Administration

• Assist the Operations team with daily administrative and coordination activities.
• Consolidate and enter operational data accurately into the relevant registers, spreadsheets, and company systems.
• Maintain updated records of ongoing and completed ship-repair jobs.
• Prepare daily, weekly, and monthly manpower and operational reports.
• Organise job-related documents, work orders, attendance records, and supporting documents.
• Follow up with supervisors and workers to obtain missing or incomplete information.

Manpower and Job-Site Allocation

• Maintain an up-to-date list of workers and their job-site allocations.
• Coordinate with Operations Supervisors regarding daily manpower requirements and deployment.
• Record worker mobilisation, transfers between job sites, standby periods, and demobilisation.
• Circulate daily manpower allocation details to the relevant Operations personnel.
• Immediately update the Operations team regarding manpower shortages, absences, or deployment changes.

Timesheet Monitoring and Payroll Support

• Collect and monitor workers’ daily and weekly timesheets.
• Check timesheets for attendance, regular working hours, overtime, night work, public holidays, allowances, and job-site details.
• Verify timesheet information against job allocations and supervisors’ records.
• Follow up on missing, incomplete, or incorrectly submitted timesheets.
• Consolidate approved timesheet and attendance data for submission to the Accounts team.
• Ensure all relevant payroll information is submitted accurately and within the required deadlines.
• Maintain confidentiality when handling salary, attendance, and employee-related information.

Travel and Logistics Arrangements

• Arrange flight tickets, visas, work-related travel documents, accommodation, and transportation for workers and operational personnel.
• Coordinate airport transfers, crew changes, vessel attendance, and job-site transportation.
• Maintain records of travel bookings, visa validity, accommodation, and transportation arrangements.
• Coordinate with travel agents, transport providers, hotels, and other service providers.
• Inform the Operations team and employees of confirmed travel schedules and arrangements.
• Assist with urgent or last-minute travel and mobilisation requirements.

Documentation and Coordination

• Maintain proper electronic and physical filing of operational and employee records.
• Ensure documents are accurate, complete, and easily retrievable.
• Coordinate with the Operations, Human Resources, Accounts, Procurement, and Management teams when required.
• Assist in preparing supporting documents for invoicing, payroll, job costing, and internal reporting.
• Perform other administrative duties assigned by the Operations Manager or Management.

Requirements

• Diploma or equivalent qualification in Business Administration, Operations, Logistics, Human Resources, or a related field.
• Previous administrative or operations-coordination experience is preferred.
• Experience in the marine, ship-repair, engineering, construction, or manpower industry will be an advantage.
• Proficient in Microsoft Excel, Word, email, and general data-entry systems.
• Able to prepare and maintain accurate spreadsheets, timesheet records, and manpower reports.
• Good written and verbal communication skills.
• Strong organisational, coordination, and follow-up abilities.
• Able to manage multiple tasks and work under time-sensitive operational conditions.
• Willing to support urgent requirements outside normal office hours when necessary.

Key Competencies

• Accuracy and attention to detail
• Data consolidation and record management
• Planning and coordination
• Time management
• Communication and teamwork
• Problem-solving and follow-up
• Confidentiality and professional integrity
• Ability to work in a fast-paced ship-repair environment

Performance Expectations

The Operations Administrator will be expected to ensure:

• Accurate and timely operational data entry.
• Updated daily manpower and job-site allocation records.
• Complete and verified workers’ timesheets.
• Timely submission of payroll-related data to the Accounts team.
• Proper coordination of tickets, visas, accommodation, and transportation.
• Well-organised and easily retrievable operational documentation.