Executive Administrator Operations Manager

OLIVER | The Brandtech Group; Manila; On-site; PHP 500,000 - 700,000; Full time

Job summary

OLIVER | The Brandtech Group in Manila is seeking a proactive Executive Administrator / Operations Manager to join our agency. You will own management information reporting, project data, billing, supplier payments, logistics, and day-to-day resource coordination, working with Studio Leads, Account Management, Finance and Recruitment to keep operations running smoothly and protect project profitability.

This full-time role requires strong English, excellent organisation, and familiarity with

Qualifications

• Strong organisational and time management skills.
• Proficient in English, both written and spoken.
• Full-time availability is required.
• Experience in accounting/administration within an advertising agency is a plus.

Responsibilities

• Data & reporting: create mandatory reports with accuracy and version control; maintain monthly time/credit tracking; aggregate data from timesheets and project trackers; build templates, trackers and dashboards; respond to ad-hoc data requests.
• Resource management & recruitment coordination: maintain resource plans and capacity trackers; coordinate recruitment timelines and headcount forecasts; manage onboarding logistics for new hires and contractors; ensure timesheet compliance; ensure contracts are in place.
• Client deliverables uploads: upload completed work to client platforms per naming conventions; coordinate client-specific upload workflows and handover notes.
• Billing & supplier payments: prepare and submit client invoices; track missing POs and obtain billing approval; coordinate supplier payments with Finance.
• Studio mobilisation & logistics: coordinate co-working spaces and bookings; manage visa/travel logistics; book flights/hotels; organise team events and on-site needs.
• Contract & documentation support: prepare contracts and reports; maintain document libraries; liaise with Operations/Finance for payments and audits.

Skills

Data reporting

Resource planning

Billing & payments

Studio logistics

Recruitment coordination

English proficiency

Time management

Tools

Microsoft Office

Job description

Job Description:

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, were 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

About the role:

We areseekinga 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 withthe Studio Leads,Account Management, Finance,andRecruitment to keep operations running smoothly and to protect project profitability.

What you will be doing:

Data & reporting

• Owncreation ofmandatory reportsensuring accuracy,timelinessand version control.
• Maintain the monthlytime/credit-tracking system with Clients, reconcilecreditsand escape discrepancies.
• Aggregate andvalidatedata from timesheets,projecttrackersand QBR inputs;consolidateinto executive-ready reports and dashboards.
• Build andmaintainstandard templates,trackersand 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 providetimelyheadcount/forecast data to support hiring.
• Manage onboardinglogisticsfor new hires and contractors
• Ensure timesheet compliance
• Ensure team and freelancecontracts are in place

Client deliverables uploads

• Upload completed work and deliverables to Client platform and other client content systems according to client naming conventions,metadataand 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.

What you need to be great in this role:

• The ability to effectively and proactively manageand coordinate with Studio leads, account management, finance
• Proficient in Microsoft Office and other related software.
• Full-time availability isrequired.
• 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 advertisingagency 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

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 learningand 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 for selection. We use AI to support efficiency and consistency, not to replace human judgement.Candidate evaluation and selection are conducted without AI-supported screening or decision-making. We are committed to a fair, thoughtful, and equitable experience for every candidate.

OLIVER, a part of the Brandtech Group, is an equal opportunity employer committed to creating an inclusive working environment where all employees are encouraged to reach their full potential, and individual differences are valued and respected. All applicants shall be considered for employment without regard to race, ethnicity, religion, gender, sexual orientation, gender identity, age, neurodivergence, disability status, or any other characteristic protected by local laws.

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.