Administrative executive

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.