Offer summary

Qualifications:

2-3 years of administrative, data entry, or customer service experience preferred., Strong written communication skills for maintaining professional relationships with diverse clientele., Detail-oriented mindset with a natural attention to detail in repetitive tasks., Comfortable with basic computer applications including template editing and email management..

Key responsibilities:

Orchestrate the complete invoicing process for approximately 200 clients, ensuring timely delivery of invoices.

Update existing invoice templates with current dates and accurate account information.

Distribute invoices via email to appropriate contacts using organized contact databases.

Maintain comprehensive monthly tracking systems to monitor payment status and conduct follow-ups for outstanding payments.

Job description

This is a remote position.

Job Highlights:

Contractor: Independent Contractor
Schedule: 4 hours per day, 5 days per week (20 hours weekly), Flexible remote work arrangement
Client Timezone: Singapore Time (SGT)

Client Overview
Join a thriving swimming pool maintenance company that serves an impressive portfolio of over 200 clients across Singapore’s most prestigious properties. This established business specializes in maintaining pristine swimming facilities for luxury condominiums, high-end hotels, and exclusive private residences in landed properties. With a dual-division structure serving both commercial and residential markets, the company has built a reputation for excellence in the pool maintenance industry. As they continue to grow and expand their client base, they’re seeking dedicated team members to support their operational excellence and ensure seamless service delivery to their valued customers

Job Description

Step into a crucial role that directly impacts the financial health and client relationships of a successful service business. As an Administrative Assistant specializing in invoicing and collections, you’ll be the backbone of the company’s billing operations, ensuring timely and accurate financial communications with a diverse client portfolio. This position offers the perfect blend of responsibility and flexibility, allowing you to work remotely while managing essential business processes. You’ll work with established systems and templates, making this an ideal opportunity for someone who appreciates structured workflows and takes pride in maintaining high standards of accuracy. Your attention to detail and commitment to excellence will directly contribute to the company’s continued success and growth.

Key Responsibilities

Monthly Billing Management: Orchestrate the complete invoicing process for approximately 200 clients, ensuring all invoices are delivered before the 15th of each month
Template Customization: Skillfully update existing invoice templates with current dates, client-specific pricing, and accurate account information
Professional Document Preparation: Convert completed invoices to polished PDF for professional client delivery
Strategic Client Communication: Distribute invoices via email to appropriate contacts across management offices, hotel administrators, and private clients using organized contact databases
Payment Tracking Excellence: Maintain comprehensive monthly tracking systems to monitor payment status and identify pending accounts
Proactive Collections Support: Conduct professional email follow-ups for outstanding payments, helping maintain healthy cash flow
Quality Assurance: Ensure 100% accuracy in invoice-to-client matching to prevent billing errors and maintain client trust
Stakeholder Coordination: Communicate effectively with diverse client types including condo management offices, hotel operations teams, and private homeowners.

Requirements

Character Excellence: Demonstrated patience, integrity, and reliability - essential qualities for handling sensitive financial communications
Detail-Oriented Mindset: Natural attention to detail with ability to maintain accuracy in repetitive, time-sensitive tasks
Independent Work Style: Proven ability to work autonomously in remote environments while meeting consistent deadlines
Technical Proficiency: Comfortable with basic computer applications including template editing, PDF conversion, and email management
Professional Communication: Strong written communication skills for maintaining professional relationships with diverse clientele
Experience Foundation: 2-3 years of administrative, data entry, or customer service experience preferred
Process Commitment: Appreciation for structured workflows and ability to find satisfaction in consistent, methodical work that drives business success
Flexibility: Comfortable with the cyclical nature of monthly billing processes and ability to manage workload efficiently within flexible scheduling parameters

Benefits

Independent Contractor Perks:

Permanent work from home
Immediate hiring
Steady freelance job

Please note that since this is a permanent work-from-home position and an “Independent Contractor” arrangement, the candidates must have their own computer and internet connection. They will handle their own benefits and taxes. The professional fees are on hourly rates and the rate depends on your performance in the application process.

ZR_23664_JOB

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