Operations & Admin Executive

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 fordetails 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