Operations Support Executive

2 weeks ago

Singapore ERP21 PTE LTD Full time

**Summary of Role**

The Operations Support Executive’s key role is in supporting the project team operations and assisting in running of administrative, financial, and project-related activities.

We welcome **fresh graduates**who are keen to learn on-the-job and grow in a fast-paced corporate environment. The role gives you broad exposure to business operations, financial processes, contract handling, and project coordination.

**Duties & Responsibilities**

**1. Administrative Support**
- Assist with scheduling meetings, maintaining calendars, and coordinating internal team events.
- Prepare and circulate meeting agendas, notes, and follow-up actions.
- Support the preparation of presentations, internal reports, and team communications.

**2. Profit & Loss (P&L) and Financial Support**
- Assist in tracking project expenses and updating P&L records.
- Work with the team to identify financial variances and summarize findings for management.
- Collaborate with internal stakeholders to align monthly forecasts and support submissions to the Finance team.
- Respond to queries from Finance regarding monthly financial results.

**3. Billing & Invoicing**
- Raise electronic billing (eBill) requests post monthly forecast submission, ensuring timely processing.
- Coordinate with Managers and teams to gather necessary supporting documents.
- Communicate with relevant departments to ensure all stakeholders are informed and billing deadlines are met.

**4. Contract & Commercial Document Management**
- Assist in the preparation and review of service contracts, quotations, and other related documents.
- Track contract renewal dates and support discussions with clients for annual and ad-hoc contract needs.
- Maintain accurate and organized records of commercial documents including purchase orders and invoices.
- Draft documentation (e.g., cost sheets, contract requests) as guided by team members or managers.

**5. Travel & Logistics Coordination**
- Coordinate domestic and international travel arrangements including flight and hotel bookings.
- Prepare travel documents and ensure approvals (e.g., eTravel, eVisa) are in place.
- Support staff with logistics planning for business travel.

**6. Project Coordination**
- Track project tasks and milestones and support regular updates to stakeholders.
- Help organize team meetings and ensure action items are followed up.
- Act as a communication bridge between project teams and supporting departments.

**7. Process Improvement**
- Assist in reviewing administrative processes and identifying areas for improvement.
- Support implementation of more efficient workflows and tools to enhance team productivity.

**Requirements**:
**. Fresh graduates**in Business Administration, Finance, Management, or a related field.
- Strong attention to detail and organizational skills.
- Good communication and interpersonal skills.
- Proficient in Microsoft Office (Excel, PowerPoint, Word).
- Willingness to learn, adapt, and grow in a supportive team environment.
- Ability to manage multiple tasks with a positive attitude.

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