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.