Job title: Administrative executive
About the role
As our brands are expanding quickly, we are seeking a highly organized and proactive Administrative Executive to join our team. The ideal candidate will be detail-oriented, with key responsibilities in reconciling and reporting on travel bookings, administrating and auditing Travel & Expense (T&E) reports to adhere to guidelines, executing the transition to a new T&E system, overseeing office expenses, creating purchase orders, and assisting in Marketing expense tracking. This role requires strong communication skills, the ability to work independently in a fast-paced environment, and the ability to multitask effectively.
Key Responsibilities:
Travel Coordination:
- Oversee travel arrangements for the teams, including flights, accommodations, and ground transportation.
- Ensure travel itineraries are compliant with policy.
- Assist with travel-related issues or changes promptly and efficiently.
T&E Report Management:
- Prepare and submit Travel & Expense (T&E) reports in accordance with company policies.
- Review and verify accuracy of expense reports and supporting documents.
- Ensure timely reimbursement of travel expenses to employees.
- Provide reporting to department heads on T&E, and any ad hoc reporting.
Office Expense Management:
- Track and manage office expenses, including supplies and utilities.
- Maintain records of all office expenditures and prepare monthly expense reporting.
- Ensure office expenses stay within budgetary constraints.
Purchase Order Creation and Tracking:
- Assist AP in collecting necessary vendor tax forms and assisting in year-end 1099 reporting.
- Create and manage purchase orders for office supplies, equipment, and services.
- Track purchase orders from creation to delivery, ensuring timely receipt of goods and services.
- Maintain accurate records of all purchase orders and liaise with vendors as needed.
- Coordinate with the Marketing team to ensure all purchase orders are executed in advance of invoicing.
- Work with AP to ensure that necessary approvals for vendors and invoices are completed.
Role - Specific Skills:
- Proven experience as an Administrative Executive or in a similar administrative role.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with office management systems and procedures.
- Excellent organizational and multitasking skills.
- Strong attention to detail and problem-solving abilities.
- Effective communication skills, both written and verbal.
- Ability to work independently and as part of a team.
Desired Background and Experience:
- High school diploma or equivalent required; associate or bachelor’s degree preferred.
