Talent Marketing Admin Associate

4 weeks ago

Manila, National Capital Region, Philippines In Circle Full time

The Marketing Admin Associate plays a critical role in ensuring smooth operations within the Talent Marketing team. This role handles administrative tasks related to influencer (KOL) contracts, invoicing, and payments. The Associate serves as the main point of contact for KOLs on administrative concerns and works with internal teams to ensure accuracy, timeliness, and compliance with company processes.

Key Responsibilities
  • Contract Management
  • Ensure contracts with KOLs are prepared, processed, and signed on time.
  • Monitor the status of contracts and escalate delays to the Admin Lead or Talent Management Head.
  • Collate service invoices from KOLs and maintain a centralized record.
  • Review invoices for accuracy (details, rates, deliverables, taxes, etc.) before submission.
  • Coordinate with Finance to process payments within agreed timelines.
  • Follow up with KOLs for missing, incomplete, or incorrect invoice details.
  • Ensure proper filing and documentation of all invoices and payment records.
    • KOL Communication & Support
    • Respond to KOL follow-ups regarding payments, ensuring clear and professional communication.
    • Manage and track payment status, providing regular updates to both KOLs and internal stakeholders.
    • Handle escalations tactfully, ensuring positive relationships with KOL partners.
      • Payment Tracking & Compliance
      • Ensure all payments are released within agreed terms and conditions.
      • Monitor outstanding balances and proactively follow up to close pending payments.
      • Maintain an up-to-date tracker of all invoices, payment statuses, and deadlines.
        • Reporting & Coordination
        • Provide regular status reports to the Talent Marketing Admin Lead on contracts, invoices, and payments.
        • Work cross-functionally with the Talent Marketing, Client Success, Project Management and Finance teams to ensure smooth workflows.
        • Support the Admin Lead in implementing new processes for efficiency and compliance.
        Qualifications and Skills
        • Bachelor's degree in Business Administration, Marketing, Finance, or related field.
        • At least 1–2 years of work experience in administrative, finance, or operations support (experience in influencer marketing or agency setting is a plus).
        • Strong attention to detail and organizational skills.
        • Excellent communication skills — both written and verbal.
        • Ability to manage multiple priorities and meet tight deadlines.
        • Proficiency in Google Workspace/MS Office; knowledge of invoicing or project management tools is a plus.
        What Success in this Role Looks Like
        • 100% of KOL contracts and invoices are accurate and on time.
        • Payments are processed within agreed terms, with no major delays.
        • KOLs feel supported and informed regarding payment concerns.
        • Internal teams have clear visibility on payment status through regular reporting.
        • Administrative processes are well-organized, compliant, and efficient.
        Job Details
        • Seniority level: Associate
        • Employment type: Full-time
        • Job function: Public Relations, Accounting/Auditing, and Finance
        • Industries: Advertising Services and Marketing Services

        #J-18808-Ljbffr

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