About the Role
MotorBahn Group is seeking a meticulous, proactive On-Site Admin & Operations Executive to be the operational backbone of our workshop. This person will be the link between the on-site technical team, the remote admin team and the owner — ensuring that stock levels, appointment schedules, financial records and the company knowledge base are always accurate, up to date and accessible.
You will work directly at the shop, handling day-to-day administration and helping embed AI-assisted workflows so that the entire team operates more independently and efficiently.
Title: On-Site Admin & Operations Executive
Reports to: Owner / General Manager
Works with: On-site technical team, remote admin and finance team, sales
Location: Workshop / shop premises, Singapore
Key Responsibilities
Inventory & Stock Management
- Receive, verify and log all incoming stock arrivals into the EPOS system promptly.
- Maintain accurate SKU naming conventions and product categorisation in line with company guidelines.
- Conduct regular stock counts and reconcile physical inventory against system records; flag and resolve discrepancies.
- Coordinate with the remote admin team to ensure supplier purchase receipts and delivery documentation are uploaded and recorded in Xero on the same day.
- Liaise with overseas suppliers and the logistics team on inbound shipment timelines and delivery confirmations.
Appointment & Workshop Scheduling
- Manage the workshop appointment calendar (TeamUp / Google Workspace), ensuring every booking captures: customer name, contact number, project scope and amount to collect.
- Communicate daily job schedules to technical staff and update any changes in real time.
- Follow up on customer confirmations and send reminders ahead of appointments.
- Coordinate with the customer service team on lead follow-ups and booking confirmations.
Financial Administration & Reconciliation
- Assist with daily financial entries — sales receipts, cash collection and supplier payments — to keep Xero updated and the P&L current.
- Collect, scan and upload supplier documents (invoices, payment confirmations, delivery notes) for the finance team.
- Perform end-of-day reconciliation of cash and payment terminal receipts against EPOS records.
- Flag cost anomalies or missing documentation to the finance team on the same day.
Knowledge Base & SOPs
- Maintain and update the company knowledge base (AI-assisted): service pricing, installation guidelines, product FAQs and customer handling procedures.
- Ensure data entered into EPOS and Xero follows the naming conventions and SOPs established by management.
- Support onboarding of new team members by walking them through relevant SOPs.
- Assist in drafting and refining SOPs for recurring tasks across the team.
General Office & Team Support
- Manage employee attendance records and send daily reminders for clock-in (coordinating with JustLogin).
- Support the customer service team with in-person customer handling, collections and documentation.
- Serve as the on-site point of contact for vendors and delivery personnel.
- Carry out any ad hoc administrative duties as directed by the owner.
Requirements
Essential
- Diploma in Business Administration, Logistics, Accounting or a related discipline.
- At least 1–3 years of experience in an administrative, operations or retail operations role.
- Highly organised with strong attention to detail — able to spot discrepancies in stock counts and financial records.
- Comfortable using WhatsApp Business, Google Workspace (Sheets, Calendar, Drive) and cloud-based systems.
- Good written and spoken English; able to communicate clearly with both on-site and remote colleagues.
- Self-starter who can work independently without constant supervision.
Advantageous
- Experience with Xero, EPOS or any inventory / accounting software.
- Prior experience in an automotive, retail or workshop environment.
- Comfortable using AI tools (ChatGPT, Claude) to query information, draft communications or look up SOPs.
- Conversational Mandarin is a plus, particularly for liaising with suppliers.
What We Offer
- Stable full-time role with a growing multi-brand automotive group.
- Supportive team environment with clear SOPs and AI tools to help you succeed.
- Opportunity to grow into an operations supervisory role as the business scales.
- Competitive salary and benefits in line with market rates.
