Executive Administrator (Operations Manager)

Role: Executive Administrator (Operations Manager)

Location:  Manila, Philippines

About the role: 

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. 

What you will be doing: 

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. 

What you need to be great in this role: 

• 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