About the role
Process & Systems Management
- Maintain and update client records, sales orders, and operational data in NetSuite, ensuring accuracy and consistency.
- Perform regular data quality checks and handle administrative updates that cannot be automated.
- Organize and maintain client agreements, signed paperwork, and supporting documentation in Google Drive, following standardized documentation practices.
- Coordinate the collection, processing, and submission of client-related documentation, including Insertion Orders, Purchase Orders, and notarization requests.
- Identify and suggest improvements to administrative workflows and documentation processes.
Client & Financial Operations Support
- Coordinate billing-related inquiries between clients, Client Services, and Finance, including invoice disputes, prepayments, and outstanding payments.
- Track open requests, follow up with relevant stakeholders, and ensure timely communication and resolution.
- Maintain accurate records of billing statuses and provide operational updates to Client Services leadership.
- Support departmental expense and budget tracking, including software subscriptions, bonuses, and other operational expenditures.
- Maintain client tier information in NetSuite and coordinate related notifications across teams.
Requirements
- Previous experience in operations, administrative coordination, project coordination, or business support roles.
- Proven ability to manage multiple operational workflows and high volumes of requests while maintaining accuracy and meeting deadlines.
- Excellent attention to detail, organizational skills, and ability to work independently.
- Fluent English, with strong written and verbal communication skills.
- Experience working with business systems, operational databases, or tools used to manage client records and documentation.
- Proficiency in Google Workspace and experience with task management platforms such as Asana, Jira, Monday.com, or similar tools.
- Strong communication and cross-functional coordination skills.
- Comfortable working with invoices, financial documentation, and operational reporting.
- Previous experience with CRM/ERP systems, particularly NetSuite, is a plus.
- Experience in digital advertising, marketing agencies, or other client-service environments is a plus.
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