Operations & Admin Executive

Publicis Groupe Singapore; Manila; On-site; PHP 390,600 - 558,000; Full time

Job summary

A leading global communications agency in Metro Manila is seeking a highly organized Administrative Staff member. This role is essential for ensuring smooth daily account management and finance operations involving documentation management, vendor relations, and client billing. The ideal candidate should possess 6-8 years of experience, exceptional communication skills, and advanced proficiency in Microsoft Suite. Join a dynamic team dedicated to delivering top-notch services and supporting various operational tasks.

Qualifications

• 6-8 years of experience in administrative and clerical role.
• Advanced knowledge of Microsoft Suite – Word, Excel, PowerPoint, Outlook, Teams.
• Exceptional written and verbal communication skills.
• Time-management skills and multitasking ability.

Responsibilities

• Ensure smooth daily account management and finance operations.
• Maintain job forms and templates for clients.
• Coordinate documentation and process new job creations.
• Check and approve incoming invoices.
• Generate periodic reports.

Skills

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Microsoft Teams

Time-management

Communication skills

Job description

Publicis Groupe, the third largest communications group in the world, is a global network of over 80,000 professionals across more than 100 countries, delivering marketing, communication, and digital business transformation services.

We are looking for a highly organized and proactive Administrative Sta8 member to ensure smooth daily account management and finance operations. You will serve as a vital link between the account servicing team, finance department, external vendors, and freelancers, providing essential support through document management, cost estimate generation, purchase order issuance, and billing submissions.

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 a 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 processing
• Collaborate with account management team for accuracy in details for setting up of new jobs, raising cost estimates and issuing POs to vendors, strictly following 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 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, PowerPoint, Outlook, Teams
• Communication: exceptional written and verbal communication skills
• Organization: time-management skills and multitasking with the ability to prioritize tasks effectively