Frontline Admin Assistant - Temp

Overview

This role sits at the operational heart of regional marketing, local marketing, and A&R teams. While creative teams focus on finding talent and building campaigns, you will manage the financial and procurement workflows that keep operations compliant and vendors paid on time.

Responsibilities

• PO Creation & Workflow: Raise, update, and manage Purchase Orders (POs) across Marketing, Regional Marketing, and A&R departments in accordance with corporate authority limits.
• Vendor Onboarding: Serve as the primary liaison for new suppliers, agencies, and independent contractors, guiding them through vendor registration and compliance requirements.
• Payment & Invoice Tracking: Track invoice approvals and match invoices against open POs; liaise with Accounts Payable to resolve payment delays or vendor inquiries.
• Budget & Spend Reporting: Maintain accurate, up-to-date tracking spreadsheets and generate weekly/monthly spend reports to ensure alignment with approved budgets.
• Administrative Support: Maintain organized digital archives of contracts, statements of work (SOWs), and financial records for audit compliance.
• Client/Partner Support: Provide prompt and accurate support to internal and external inquiries; occasionally join partner meetings to review matters within your area of competence.

Requirements

• Laser-Focused Attention to Detail: High precision when inputting data, cross-checking figures, and auditing line items.
• Comfort with Repetitive Work: Strong work ethic and high consistency when performing routine daily and weekly transactional tasks.
• Agility & Smart Problem-Solving: Ability to navigate corporate systems quickly, track down missing information, and follow up proactively.
• Clear Communication: Polite, firm, and clear verbal and written communication skills when dealing with external vendors and internal department heads.
• Tech Literacy: Proficiency in Google Workspace and comfort working with ERP/finance software (e.g., SAP, Oracle, or Coupa).

Preferred Qualifications

• Prior experience in an entry-level administrative, procurement, or finance support role.
• Familiarity with corporate purchase order systems and accounts payable workflows.
• Passion for music or entertainment operations.
• Interest in leveraging modern tools (including AI assistants and automation tools) to simplify repetitive workflows, automate manual reporting, and improve daily operational efficiency.

Compensation & Benefits

Salary ranges are included for job postings where required by law. The actual base pay is dependent upon many factors, such as work experience and business needs. The pay range is subject to change at any time dependent on a variety of internal and external factors.

Location

Not specified.