Admin & Operations Coordinator (Part-Time - 3 days/week)

Esker and Polkadot PR Pty Ltd; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading company in AI-driven process automation seeks an Administrative Support role. The position involves managing contracts, daily communications, office administration, and accounts receivable collections. The ideal candidate should have strong communication skills, experience in administrative tasks, and proficiency in MS Office. This role is available for Singapore citizens or PRs only.

Qualifications

• Minimum 1-2 years of experience in an administrative or operations support role.
• Strong written and verbal communication skills in English; knowledge of other languages is a plus.
• Ability to multitask and manage time effectively.

Responsibilities

• Manage customer contract renewal status and notify sales team.
• Check daily operation inbox and respond to inquiries.
• Coordinate travel arrangements for the management team.

Skills

Communication

Multitasking

Attention to Detail

Problem Solving

Tools

MS Office

Job description

Esker is a worldwide leader in AI-driven process automation software, helping financial and customer service departments digitally transform their source-to-pay (S2P) and order-to-cash (O2C) cycle. Companies use our cloud-based solutions to drive greater efficiency, accuracy, visibility and cost savings throughout their S2P and O2C processes.

Scope of work

1. Contract Renewal Notification

• Manage and monitor customer contract renewal status,ensuring that all contracts are tracked accurately.
• Monitor contract expiry dates to ensure there are no delays or overlaps in renewal process.
• Notify the sales team at least 3 months in advance of an upcoming contract due date, to allow sufficient time for renewal discussions and actions.

2. Daily Emails Checking & Replying

• Check the designated operational inbox daily for any correspondence or action items related to operational tasks.
• Respond promptly to any inquiries or requests related to administration contracts, and other operational matters.

3. Singapore Office Administration

• Office maintenance & repairing - Oversee regular maintenance and repairs required for the office environment.
• Purchase office supplies - Track inventory and order necessary office supplies as needed.
• Office Insurance - Ensure office insurance policies are up to date and manage related documentation.
• Assist staff onboarding and offboarding: Coordinate laptop arrangements, headset provisioning, and name care printing, office access card etc.

4. Courier Arrangements

• Arrange Courier services for the shipment of documents, packages, and other items as needed by the team.

5. Hotel & Flight Booking for Management/Visitors

• Coordinate travel arrangements for the management team when necessary, including booking hotel accommodations and flights for business trip.

6. AR Collections

• Use TermSync to send statements to customers for overdue invoices.
• Locate and monitor overdue accounts, ensuring that overdue balances are tracked and escalated as needed.
• Follow up with customers via email and, if necessary, make calls to customers on due invoices if they have not responded to previous communications.
• Update due invoice status(reason) at the end of each month for credit control reporting purposes.
• Update AR Aging on a weekly basis in summary, ensuring the aging report is accurate and up-to-date.

7. Other adhoc task(s)when it is required.

Job Requirements

• Strong communication skills, both written and verbal in English, Other languages such as Chinese, French will be a plus.
• Minimum 1 -2 years of experience in an administrative or operations support role.
• Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Ability to multitask, prioritize, and manage time effectively.
• Strong attention to detail and problem-solving abilities.
• High level of discretion and confidentiality.
• Open toSingaporean/Singapore PR only.