Admin Executive

Q2 HR Solutions; Philippines; On-site; PHP 223,000 - 335,000; Full time

Job summary

Q2 HR Solutions is seeking an Admin Executive to support marketing and finance operations, focusing on MDF and expense management. You will ensure accurate tracking, timely submissions, and proper documentation while coordinating with internal teams and external suppliers.

The role requires 2–4 years in administrative/finance support, strong Excel skills, and meticulous attention to detail. A Diploma or Bachelor’s in business/finance is preferred, with excellent organizational and communication

Qualifications

• Diploma or Bachelor's degree in Business Administration, Accounting, Finance, or a related field.
• 2–4 years of experience in administrative, finance, or operations support (marketing-related exposure is an advantage).
• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Proficiency in Microsoft Excel; familiarity with expense or finance management systems is a plus.
• Good communication and interpersonal skills.

Responsibilities

• MDF & Marketing Expense Management: Coordinate and monitor all MDF and marketing‑related expenses to ensure timely submission and approval.
• Prepare and submit marketing expense claims in compliance with internal finance policies.
• Maintain accurate records of approved budgets, expense utilization, and pending claims.
• Follow up with finance teams on claim status and assist in resolving discrepancies.
• Data Entry & Documentation: Ensure accurate data entry for supplier invoices, purchase orders, and expense requests.
• Maintain organized digital and/or physical filing systems to support audit requirements.
• Reconcile supplier invoices against approved expense requests and supporting documents.
• Supplier & Internal Coordination: Liaise with suppliers to collect invoices and required documentation.
• Coordinate closely with Marketing, Finance, and GTM teams to align on expense timelines and approvals.
• Provide support for the supplier onboarding and information updates when needed.

Skills

Data entry

Excel

Attention to detail

Time management

Communication

Education

Diploma or Bachelor's degree in Business Administration/Accounting/Finance

Tools

Microsoft Excel

Expense management systems

Job description

We are looking for a detail-oriented Admin Executive to support marketing and finance operations, with a strong focus on Marketing Development Funds (MDF) and marketing expense management. This role plays a key part in ensuring accurate tracking, timely submission, and proper documentation of marketing‑related expenses while coordinating closely with internal teams and external suppliers.

Key Responsibilities

MDF & Marketing Expense Management

Coordinate and monitor all MDF and marketing‑related expenses to ensure timely submission and approval

Prepare and submit marketing expense claims in compliance with internal finance policies

Maintain accurate records of approved budgets, expense utilization, and pending claims

Follow up with finance teams on claim status and assist in resolving discrepancies

Data Entry & Documentation

Ensure accurate data entry for supplier invoices, purchase orders, and expense requests

Maintain organized digital and/or physical filing systems to support audit requirements

Reconcile supplier invoices against approved expense requests and supporting documents

Supplier & Internal Coordination

Liaise with suppliers to collect invoices and required documentation

Coordinate closely with Marketing, Finance, and GTM teams to align on expense timelines and approvals

Provide support for the supplier onboarding and information updates when needed

Qualifications & Requirements

Education: Diploma or Bachelor's degree in Business Administration, Accounting, Finance, or a related field

Experience: 2–4 years of experience in administrative, finance, or operations support (marketing-related exposure is an advantage)

Strong attention to detail and accuracy

Excellent organizational and time management skills

Proficiency in Microsoft Excel; familiarity with expense or finance management systems is a plus

Good communication and interpersonal skills

High level of integrity when handling confidential financial information

Why Join Us?

Competitive salary within the PHP 20K–30K range

Exposure to cross‑functional teams and marketing operations

Opportunity to strengthen finance, documentation, and stakeholder coordination skills