Operations & Admin Executive

Publicis Groupe Holdings B.V; Manila; On-site; PHP 334,800 - 558,000; Full time

Job summary

A leading global communications firm is seeking a highly organized Administrative Staff member in Manila to ensure the smooth operation of account management and finance functions. Ideal candidates will have 6-8 years of experience, be proficient in Microsoft Suite, and possess strong communication and problem-solving skills. Responsibilities include vendor management, job documentation, and ensuring compliance with company policies. This role offers an opportunity to work within a dynamic team and contribute to impactful projects.

Qualifications

• 6-8 years of experience in administrative and clerical roles.
• Advanced knowledge of Microsoft Suite: Word, Excel, PowerPoint, Outlook, Teams.
• Exceptional written and verbal communication skills.

Responsibilities

• Ensure smooth operation of daily account management and finance functions.
• Coordinate documentation for new job creations.
• Handle vendor registration and onboarding.
• Prepare and submit billing drafts timely.
• Maintain organized client and job-specific folders.

Skills

Organizational abilities

Time-management

Communication skills

Microsoft Suite proficiency

Problem-solving

Job description

Company description

Publicis Groupe is not just a company you work for; it’s a platform for you to take your talent to the world.

If you want to help change the world, ideas alone are not enough. Real impact can only come from having meaningful access to a world of knowledge, people and resources. At Publicis Groupe, you are connected to our global network, intelligence, tools, clients, brands and 80,000 brilliant minds with expertise in data, technology, media, strategy, creativity and business transformation, all literally at your fingertips.

Go ahead, the world is waiting.

Publicis Groupe is the third largest communications group in the world. Founded in Paris in 1926, we are present in more than 100 countries as leaders in marketing, communication, and digital business transformation. Two of its biggest solution hubs in Singapore - Publicis Communications and Publicis Media & Digital.

Publicis Communications, the creative communications hub of the Publicis Groupe, is a collective of the most passionate, purposeful, and progressive creative agencies in Singapore. They are Publicis Worldwide, Leo Burnett, Saatchi & Saatchi, Prodigious, and MSL.

Publicis Media & Digital, which is comprised of global media agency brands Starcom, Zenith, Spark Foundry, and Performics, is powered by digital-first, data-driven global practices that together, help our clients navigate the modern media landscape.

Our two other solution hubs, Publicis Sapient and Publicis Commerce, empower businesses to embrace digital transformation and equip them with a total commerce experience.

Overview

We are seeking a highly organized and proactive Administrative Sta8 member to ensure smooth operation of our daily account management, finance functions. You will serve as a vital link between account servicing team, finance department and external vendors, freelancers providing essential support through document management, cost estimate generation, issuance of purchase orders and billing submissions. The ideal candidate is a self‑motivated, system savvy, problem solver with a keen eye for details and the ability to handle fast‑paced environment.

Responsibilities

Client / Brands

• Maintain Job forms and templates
• Partner with client servicing persons and finance for Job opening and Cost Estimate generation
• Coordinate documentation and process new job creations
• Create and ensure compliance of CE request templates
• Cost Estimate generation and management
• Record keeping of Jobs and CEs

Vendor Management

• New Vendor registration, onboarding and amendments
• Coordinate with suits on PO requirements
• Issuing Purchase Orders
• Maintain PO trackers
• Monthly housekeeping of unmatched POs
• Tracking/Housekeep stock library POs
• Coordinate Vendor invoices
• Checking and approval of incoming invoices

Client Billing

• Follow up with suits on job completion
• Compile supporting documents for Bill Processing
• Timely preparation and submissions of Billing Drafts
• Work closely with suits and finance team for Billing related matters
• Prepare, compile and submit Accrual Memo for revenue take‑up on monthly basis
• Maintain records for recurring monthly invoicing for long‑term jobs

Freelancer Management

• Freelancers’ registrations on the system and onboarding
• Document coordination for registration
• Master data follow ups to ensure completion of registration
• Issue POs for freelancers
• System timesheet / hours management
• Freelancer invoices - checking and approvals
• Liaise with finance to facilitate accurate and timely payments processingo Collaborate with account management team for accuracy in details for setting up of new Jobs, raising cost estimates and issuing POs to vendors. Strictly follow deadlines
• Accurate documentation, registrations and management of freelancers
• Provide support in troubleshooting system issues in coordination with IT teams to ensure smooth operations

Documentation and reporting

• Maintain organized client and job‑specific folders with all signed documents are systematically filed and easily retrievable
• Generate periodic reports
• Coordinate with finance to ensure accuracy and completeness of required documentation

Compliance

• Attend trainings scheduled by the company HR, finance, IT and team leads
• Maintain strict confidentiality for sensitive information and ensure adherence to company policies

Qualifications

Experience: 6-8 years of experience in administrative and clerical role

Software Proficiency: Advanced knowledge of Microsoft Suite: Word, Excel, Power point, Outlook, Teams

Communication: Exceptional written and verbal communication skills

Organization: Time‑management skills and multitasking with the ability to prioritize tasks effectively