Position Overview:
The Order-to-Cash (O2C) Executive is responsible for managing the end-to-end revenue collection cycle, from the point a training registration is confirmed through to invoicing, grant claim submission, cash collection, reconciliation, and reporting.
This role plays a critical part in safeguarding the organisation's cash flow by ensuring timely invoicing, accurate funding claims, effective receivables management, and prompt collections. The successful candidate will understand the operational rhythm of a funded training business, where invoicing is closely linked to programme delivery, institutional clients operate under structured procurement processes, and funding claims must be complete, accurate, and compliant to avoid delays in disbursement.
The role requires strong attention to detail, financial discipline, and the ability to work collaboratively with Program Management, Sales and external stakeholders to ensure efficient revenue recovery and compliance with funding requirements.
Key Responsibilities:
Order Processing & Invoicing:
- Process confirmed training registrations and generate accurate invoices, ensuring alignment with agreed commercial terms, applicable course fees, and funding offsets.
- Submit invoices through client procurement platforms, including Coupa, SAP Ariba, Tradeshift and other customer portals.
- Maintain complete and audit-ready records of all invoices, purchase orders, and supporting documentation.
- Work closely with Program Management and Sales teams to investigate and resolve billing-related queries and discrepancies.
Funding Claims Administration:
- Submit grant claims within stipulated timelines.
- Compile, verify, and maintain all supporting documentation required for grant claims, including attendance records, assessment results, participant eligibility, declarations and other supporting evidence.
- Track claim submission status, approval progress, and disbursement timelines to ensure timely recovery of grant receivables.
- Liaise proactively with relevant stakeholders to resolve claim queries, documentation deficiencies, rejected claims, or delayed disbursements.
- Ensure all funding claims are accurate, complete, and compliant with prevailing funding requirements and audit standards.
- Maintain proper records to support audits, funding reviews, and compliance checks.
Accounts Receivables & Collections Management:
- Monitor outstanding receivables and follow up on overdue invoices in accordance with agreed payment terms.
- Manage collections professionally and tactfully while maintaining strong relationships with private banks, financial institutions, corporate clients, and individual participants.
- Investigate billing disputes, identify root causes, and coordinate with Program Management, Sales, and client stakeholders to resolve discrepancies promptly and effectively.
- Escalate long-outstanding, disputed, or high-risk accounts appropriately and recommend suitable recovery actions where necessary.
- Maintain accurate records of collection activities, payment commitments, customer communications, and follow-up actions.
- Support initiatives to improve collection efficiency, reduce debtor ageing, and strengthen cash flow management.
Payment Reconciliation & Reporting:
- Reconcile incoming payments against outstanding invoices on a timely basis and investigate unidentified, short-paid, duplicate, or misapplied payments.
- Ensure all receipts are accurately recorded and allocated within the finance system.
- Prepare monthly Accounts Receivable ageing reports, highlighting collection performance, overdue balances, funding receivables, and recommended follow-up actions.
- Support month-end and year-end closing activities, including AR reconciliations, grant receivables tracking, accruals for unbilled revenue, and audit schedules.
- Provide timely and accurate revenue, collections, and receivables reports to support management decision-making, forecasting, and cash flow planning.
Qualifications and Skills:
- Minimum Diploma in Business Administration, Accounting, Finance, or a related discipline.
- Minimum 3 years of experience in Order-to-Cash (O2C), Accounts Receivable, Billing, Credit Control, or Finance Operations.
- Working knowledge of Singapore GST regulations and invoicing requirements.
- Meticulous, organised, and able to manage high transaction volumes with accuracy.
- Strong analytical, problem-solving, and follow-up capabilities.
- Professional communication skills for client-facing collections and dispute resolution.
- Hands-on experience with the following systems is an advantage - Xero, TPGateway, Coupa, SAP Ariba, Tradeshift.
- Prior experience within a training provider, education institution, professional services firm, or government-funded programme environment will be an advantage.
- Familiarity with IBF-STS, FTS, or SSG funding schemes will be an advantage.
