Executive Admin (Operations Manager)

Established in 2004 OLIVER is the worlds 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 were 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

About the role:

We areseekinga proactive highly organisedExecutive Administrator / Operations Managerto 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 withthe Studio LeadsAccount Management FinanceandRecruitment to keep operations running smoothly and to protect project profitability.

What you will be doing:

Data & reporting

• Owncreation ofmandatory reportsensuring accuracytimelinessand version control.
• Maintain the monthlytime/credit-tracking system with Clients reconcilecreditsand escalate discrepancies.
• Aggregate andvalidatedata from timesheetsprojecttrackersand QBR inputs;consolidateinto executive-ready reports and dashboards.
• Build andmaintainstandard templatestrackersand 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 providetimelyheadcount/forecast data to support hiring.
• Manage onboardinglogisticsfor new hires and contractors
• Ensure timesheet compliance
• Ensure team and freelancecontracts are in place

Client deliverables uploads

• Upload completed work and deliverables toClient platformand other client content systems according to client naming conventionsmetadataand QA requirements.
• Coordinate any client-specific upload workflows and ensure handover notes/documentation are completed.

Billing & supplier payments

• Prepare andsubmitclient 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 paymentswithFinance.

Studio mobilisation & logistics

• Coordinate coworking space arrangements and payments manage supplier relationships and bookings.
• Support visa and travellogisticsfor team deployments (compile documents lodge applications or coordinate with immigration support track status).
• Book and manage flightsaccommodationand ground travel for work trips ensuring best value and compliance with travel policy.
• Organise team gatherings on-sitelogisticsand 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.

Whatyou need to be great in this role:

• The ability to effectively and proactively manageand coordinate with Studio leads account management finance
• Proficient in Microsoft Office and other related software.
• Full-time availability isrequired.
• 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 advertisingagency is a plus.
• Passion for and inquisitive about AI andnew 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:

BeAmbitiousto succeed

BeImaginativeto push the boundaries of whats possible

BeInspirationalto do groundbreaking work

Bealways learningand listening to understand

BeResults-focused to exceed expectations

Be actively pro-inclusive and anti-racist across our community clients and creations

OLIVER a part of the Brandtech Group is an equal opportunity employer committed to creating an inclusive working environment where all employees are encouraged to reach their full potential and individual differences are valued and respected. All applicants shall be considered for employment without regard to race ethnicity religion gender sexual orientation gender identity age neurodivergence disability status or any other characteristic protected by local laws.

OLIVER has set ambitious environmental goals around sustainability with science-based emissions reduction targets. Collectively we work towards our missionembedding sustainability into every department and through every stage of the project lifecycle.