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

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 to Singaporean/Singapore PR only.