ФилиппиныExecutive Administrator (Operations Manager)
1 нед. назад
ФилиппиныMiddle
data managementbillingresource planninglogisticsfinance
Proactive Executive Administrator / Operations Manager role focusing on data, finance, resource planning, and logistics within a marketing ecosystem agency.
Обязанности
- We are seeking a proactive, highly organised Executive Administrator / Operations Manager to join our agency.
- This role sits at the intersection of data, finance, resource planning and studio logistics: you will own mandatory management information reporting and project data, ensure completed work is uploaded to client systems (DCH and other client-specific repositories), manage billing and supplier payments, mobilise logistical support for the studio and project teams (workspace, visas, travel, team events) and manage day-to-day resource coordination.
- You will work closely with the Studio Leads, Account Management, Finance, and Recruitment to keep operations running smoothly and to protect project profitability.
- Data & reporting:
- Own creation of mandatory reports ensuring accuracy, timeliness and version control.
- Maintain the monthly time/credit-tracking system with Clients, reconcile credits and escalate discrepancies.
- Aggregate and validate data from timesheets, project trackers and QBR inputs; consolidate into executive-ready reports and dashboards.
- Build and maintain standard templates, trackers and dashboards to automate and speed reporting.
- Respond to ad-hoc data requests
- Resource management & recruitment coordination:
- Maintain resource plans and capacity trackers
- Coordinate schedules with Recruitment (interview/offer timelines, start dates, contractor lead times) and provide timely headcount/forecast data to support hiring.
- Manage onboarding logistics for new hires and contractors
- Ensure timesheet compliance
- Ensure team and freelance contracts are in place
- Client deliverables uploads:
- Upload completed work and deliverables to Client platform and other client content systems according to client naming conventions, metadata and QA requirements.
- Coordinate any client-specific upload workflows and ensure handover notes/documentation are completed.
- Billing & supplier payments:
- Prepare and submit client invoices and supporting documentation; ensure invoices are aligned with POs and project records.
- Track missing or late client POs and work with Account teams to secure approval to bill.
- Process and coordinate supplier payments with Finance.
- Studio mobilisation & logistics:
- Coordinate co ‑ working space arrangements and payments, manage supplier relationships and bookings.
- Support visa and travel logistics for team deployments (compile documents, lodge applications or coordinate with immigration support, track status).
- Book and manage flights, accommodation and ground travel for work trips, ensuring best value and compliance with travel policy.
- Organise team gatherings, on-site logistics and ad-hoc studio needs (equipment, office maintenance, asset tracking).
- Contract & documentation support:
- Prepare contracts, acceptance reports and standard paperwork using templates; perform basic checks before dispatch.
- Maintain document libraries, ensure correct filing and version control across operations and client deliverables.
- Liaise with Operations/Finance to ensure required documentation is available for payments and audits.
- The ability to effectively and proactively manage and coordinate with Studio leads, account management, finance
- Proficient in Microsoft Office and other related software.
- Full-time availability is required.
- Proficient in English, both written and spoken.
- Familiarity with office equipment such as printers and scanners (training will be provided if needed).
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
- Prior experience in accounting/administration within an advertising agency is a plus.
- Passion for and inquisitive about AI and new technologies
- Understanding and knowledge of AI tools is beneficial, but ability to learn and digest benefits and features of AI tools is critical
- Req ID: 18810
- #LI-Hybrid #LI-JQ1
- Our values shape everything we do:
- Be Ambitious to succeed
- Be Imaginative to push the boundaries of what’s possible
- Be Inspirational to do groundbreaking work
- Be always learning and listening to understand
- Be Results-focused to exceed expectations
- Be actively pro-inclusive and anti-racist across our community, clients and creations
- Our recruitment process does not employ artificial intelligence. Candidate evaluation and selection are conducted without AI-supported screening or decision-making.
- OLIVER has set ambitious environmental goals around sustainability, with science-based emissions reduction targets. Collectively, we work towards our mission, embedding sustainability into every department and through every stage of the project lifecycle.
Другое
- Established in 2004, OLIVER is the world’s first and only specialist in designing, building, and running bespoke in-house agencies and marketing ecosystems for brands. We partner with over 300 clients in 40+ countries and counting. Our unique model drives creativity and efficiency, allowing us to deliver tailored solutions that resonate deeply with audiences.
- As a part of The Brandtech Group , we're at the forefront of leveraging cutting-edge AI technology to revolutionise how we create and deliver work. Our AI solutions enhance efficiency, spark creativity, and drive insightful decision-making, empowering our teams to produce innovative and impactful results.
- Role: Executive Administrator (Operations Manager)
- Location: Manila, Philippines