Administrative assistant / Office coordinator
We're a fast-growing digital marketing agency looking for a highly organized and proactive Administrative Assistant to support our daily operations. You’ll help manage office workflows, assist with HR and finance tasks, support client communication, and ensure smooth project coordination. If you're tech-savvy, detail-oriented, and thrive in a fast-paced creative environment — we want to hear from you!
Scope of Work
Provide client support by responding to inquiries via phone or email, preparing and sending invoices, and ensuring timely follow-ups.
Maintain accurate client communication and records.
Handle various administrative tasks such as data entry, coordinating supplier payments, and helping the team stay on top of deadlines and deliverables.
HR responsibilities include assisting with onboarding and offboarding, maintaining employee records, tracking leave and payroll, and helping with internal HR communications and documentation.
Help monitor expenses, manage basic budgeting tasks, prepare and send invoices, and support the preparation of simple financial reports.
Roles and Responsibilities
Office Management:
Handle incoming calls, emails, and correspondence.
Maintain an organized workspace, both physical and digital.
Manage internal workflows using tools like ClickUp.
Client Support & Communication:
Assist in managing client inquiries via email or phone.
Prepare and send invoices, and follow-up correspondence.
Project Assistance:
Support the project team with administrative tasks such as data entry and supplier payments.
HR & Administrative Duties:
Handle onboarding, HR documentation, and employee communication.
Manage payroll, leave records, and HR-related reports.
Finance & Billing:
Track expenses and assist with invoicing.
Prepare basic financial reports as needed.
Prepare, send, and follow up on invoices.
Track expenses, manage budgets, and assist with financial reporting.
Miscellaneous Tasks:
Assist with recruitment, vendor management, and contract administration.
Perform other administrative or operational tasks as needed.
3+ years of experience in administrative, operations, or project management roles, preferably within a digital marketing or creative environment.
Strong organizational skills with the ability to multitask efficiently.
Experience with project management tools such as ClickUp
Excellent communication skills, both written and verbal.
Proficiency in MS Office, Google Workspace, and basic accounting/finance software.
Ability to work independently, prioritize tasks, and quickly adapt to changing needs.
An eye for detail and a proactive approach to problem-solving.