Operations Administrative Assistant

Job description

DESCRIPTION

Operations Administrative Assistant (contract)
D1
Tokyo

The mission of D1 is to craft compelling visual design, communications and user experiences, applying strategic insight to delight customers by helping them to make informed purchasing decisions. We are an internal creative team producing customer facing marketing, branding, photography, video, and visual media for Amazon customers - we're growing quickly, and this is day one.

D1 is looking for an administrator with strong skills in MS Excel, verbal and written communications. The individual will be able to adjust to a fast-paced, dynamic environment and deliver work to tight schedules. This is an opportunity to support a creative team, who are responsible for producing assets such as video, graphics and photography that will be used across the European Amazon retail websites, enabling customers to discover products and services.

Responsibilities to include, but not limited to:
· Daily intake and processing of invoices from suppliers
o Input of these invoices into the D1 project management tools
o Reconciliation of invoices against project budgets
o Tracking of daily, weekly, monthly, and quarterly expenses
o Escalation of late/unpaid invoices
o Update Payment Statuses

· Management of the Purchase Order (PO) system for vendors
o Raise POs as necessary
o Track billing against open POs
o Quarterly review of spend against open POs with producers

· Project Support
o Collaboration with Producers to track progress against budget forecast
o Tracking hours logged by team members against projects

· Onboarding and management of new suppliers
o Submission of appropriate paperwork to Accounts Payable (AP)
o Communication with vendors and contractors

· Legal Agreement Management to include, but not limited to:
o Ensure project spend is legally compliant (checking against guidelines)
o Ensure legal team are aware of projects that may be considered ‘high risk'
o Ensure NDAs and IP agreements are in place with external vendors/suppliers

· Reporting support to include, but not limited to:
o Monthly and Quarterly Business Reviews
o Monthly Dashboard (Headcount, KPIs)

Desired profile

BASIC QUALIFICATIONS

· Bachelor's Degree, or equivalent experience
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· Experience in professional administration
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· Excellent administration and organizational skills
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· Proficient in MS Office
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· Strong verbal and written communication skills
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· Disciplined self-starter
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· Collaborative team player
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· Detail-oriented