Administrative Operations Coordinator

Job Description

This role forms the operational backbone of the company, combining financial and accounting management with comprehensive operational coordination across all departments. Ensures smooth internal workflow, provides administrative support for client and freelancer management, and serves as the link between internal departments and all external parties. ● Process outgoing client invoices and incoming vendor bills; follow up on collections ● Manage monthly payroll and periodic payments for employees and external freelancers ● Prepare monthly financial reports: cash flow, P&L, revenue summaries ● Prepare administrative proposals and contracts in coordination with the Accounts Manager ● Document, archive, and maintain contracts and agreements with clients, vendors, and freelancers ● Monitor departmental operational KPIs and report deviations to the General Manager ● Provide necessary information and data to operational departments in a timely manner ● Support the Accounts Manager with client administrative and operational inquiries ● Oversee HR procedures: leaves, attendance, employee files ● Prepare weekly follow-up reports and monthly closing reports for the General Manager ● Participate in agency UGC ads when required: self-filming or on-camera appearances to produce authentic branded content reflecting team identity

Requirements

● 2+ years of experience in finance, administration, or operations ● Very advanced Excel: financial dashboards, budget models, cash flow tracking, Pivot Tables ● Proficient in preparing and professionally presenting periodic reports (weekly and monthly) ● Proficient in AI tools: ChatGPT for drafting contracts and correspondence, task automation tools ● Experience with accounting software: Zaitoun, QuickBooks, or equivalent ● Knowledge of VAT and regulatory procedures in Saudi Arabia ● Strong organizational and follow-up skills with ability to manage multiple priorities ● High accuracy with numbers and official documents ● Effective communication skills with multiple internal and external parties

Why Join Busma