Job Description
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
