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Main purpose of the role:
Responsible and accountable for ensuring the smooth functioning of the office, through overseeing all administrative functions including contracting, payments, coordinating operations, vendor and freelance administration.
Requirements:
- Certificate, Degree or Diploma in Administration would be advantageous.
- Minimum of 5 years working experience as an office manager or related position.
- Proficiency in MS Office (MS Excel and MS Outlook, in particular). SAP knowledge is advantageous.
- Familiar with financial accounting processes and procedures. Bookkeeping experience is advantageous.
- Excellent project management and administrative skills.
Key responsibilities:
- Serve as the point person for office manager duties including ordering of supplies, parking etc.
- Maintain the office condition and arrange necessary repairs.
- Partner with the different divisions, such as HR, Finance and Payroll to update and maintain office policies as necessary.
- Organize office operations and procedures.
- Designs and implements office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
- Ensure very effective file management via MS Teams.
- Responsible for vendor registration on Media24 services.
- Inform new vendors of all the documents to be submitted, and check to ensure that the info has been correctly supplied.
- Responsible for new employee registration to load as vendors for advances requests and travel allowances.
- Ensure all freelancers are registered and all invoices are submitted on the due dates (monthly & weekly invoices).
- Process all supplier invoicing on SAP, and ensure all projects allocations are done.
- Responsible for all Producers contracts for commissioned shows.
- Reconciliation of monthly Producer payments.
- Manage the Channel (VIA) playlisting / ad schedules / sponsorship documents.
- For VIA – checking the daily channel logs and updating the Nielsen Schedule and Cherry Picks.
- Assist with the credit card recons for POP24, the production division of Media24 TV.
- Work closely with the POP24 Project Leaders and Head of Operations to ensure all invoices are submitted and approved.
- Deadline management.