Assistant / Manager, Billing & Operations (Office Location: Certis East Coast)

About Certis

Certis is a leading outsourced services partner that designs, builds, and operates smart, integrated solutions across security, facilities management, and customer experience. Headquartered in Singapore with a growing presence in Australia and Qatar, we harness the power of technology-from AI to Robotics-to deliver critical services that protect lives and enable communities to thrive.

At Certis, your work has purpose. You'll be part of a mission that goes beyond operations-shaping safer, smarter, and better outcomes for people and businesses. We offer diverse career pathways, invest in your growth, and empower you to make a meaningful difference.

If you're ready to build the future, your journey starts here-with us.

Life at Certis

Power a Smarter, Safer World with Tech: We build purposeful solutions that serve, protect, and empower-driven by trust, powered by people.

Shape the Future: Take charge of your development and offering diverse opportunities across roles, borders, and technologies. Work alongside leaders who invest in your potential, and a culture that will take you further.

Where Purpose Meets Possibility: From safeguarding communities to shaping smarter, more sustainable futures, we're committed to creating long-term value, not just for our customers, but for society and the environment.

Duties & Responsibilities

Job Purpose

Join a collaborative team supporting a dynamic manpower outsourcing business. You will help ensure accurate billing, strengthen workforce processes and work closely with Operations, clients, Finance and Payroll to deliver reliable outcomes. The role offers the opportunity to guide and develop your team, contribute ideas, improve the way we work and see how your efforts make a positive difference to employees, clients and the business.

Key Responsibilities

1.Billing Management

• Oversee the accurate and timely preparation and submission of client billings.
• Validate billing against approved attendance, contractual rates, deployment records and supporting documents.
• Monitor unbilled manpower, incorrect rates, missing claims and other potential revenue leakage.
• Drive reconciliation with Operations, Finance and other stakeholders to resolve billing discrepancies and client queries
• Track outstanding billing matters and ensure timely follow-up and closure.
• Maintain proper billing records and supporting documents for audit purposes.
• Identify opportunities to strengthen billing accuracy, controls and efficiency.

2. Operational Governance

• Set and monitor controls for attendance submission, approvals and billing cut-offs.
• Ensure attendance, deployment and manpower records are complete, accurate and properly authorised.
• Monitor workforce exceptions, including excessive working hours, overtime limits, rest-day compliance, consecutive working days and part-time working-hour limits.
• Ensure manpower transfers, contract changes, salary revisions and employee movements are promptly communicated to the relevant teams.
• Identify recurring operational gaps with Operations Team to implement corrective and preventive actions.
• Maintain clear Standard Operating Procedure(s), approval workflows and audit trails for attendance, billing and related operational processes.
• Prepare regular management reports on billing status, operational exceptions, compliance gaps and areas requiring attention.
• Support internal and external audits and follow up on the completion of corrective actions.

3. Payroll Coordination

• Supervise the preparation, validation and timely submission of approved attendance, overtime, allowances and other payroll inputs to the payroll team.
• Work closely with Payroll and Operations to investigate and resolve attendance or payment discrepancies.
• Perform payroll-to-billing reconciliation to identify differences between amounts paid and amounts billed.

4. Team Leadership, Operational Excellence & Transformation

• Lead, coach and develop a capable team that takes pride in delivering quality service and outcomes.
• Allocate work and ensure adequate coverage during billing and attendance cut-off periods.
• Conduct regular checks and coaching to improve accuracy and process discipline.
• Drive process improvements and automation initiatives to reduce manual work, errors and processing time.
• Work closely with HR, Operations, Finance, Payroll, Group Shared Services teams on process and system enhancements.
• Lead User Acceptance Test (UAT), create test scripts, and oversee the accurate migration of payroll & billing data.
• Design and document future-state processes and translate them into clear, practical SOPs.
• Perform other related duties or projects assigned by management.

Skills & Experience

• Diploma or Degree in Human Resources, Business Administration, Finance or a related discipline.
• Relevant experience in billing, workforce administration or payroll, preferably within an outsourced manpower or service-based business.
• Strong communication, stakeholder management and team leadership skills, with the ability to engage effectively across all levels.
• Strong analytical, reconciliation and problem-solving skills.
• Well-organised and able to work independently in a fast-paced environment while managing tight deadlines and multiple billing cycles.
• Self-motivated, with a strong drive for continuous improvement.
• Familiarity with Singapore employment legislation, the CPF Act and the Income Tax Act would be an advantage.
• Proficient in Microsoft 365 applications. Experience with Microsoft Power Platform tools, including Power Automate, Power Apps and Power BI, would be an advantage.
• Digitally adaptable and open to learning and using new systems and software, including SAP/ERP and other relevant business applications.