Executive Admin (Operations Manager)

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.

Responsibilities

• 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: 17946
• #LI-JQ1 #LI-Hybrid
• 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 learning and listening to understand
• Be Results-focused to exceed expectations
• Be actively pro-inclusive and

Additional Information

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 , we're 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

Your Match

How well this role fits your profile.

Company Intel

What employees say

Worked at oliverseapac? Share your experience