Operations and Administrative Coordinator(Executive Assistant)

Overview:

Skills - Procurement Operations, Transaction Processing, Supply Chain, PO Processing, attendance management

Exp - 3-5 Years

Location - Hyderabad and gurgaon

Shift - 2-11 PM

The ideal candidate will have strong organizational skills, financial acumen, and attention to detail, and can handle multiple projects across teams. This role is ideal for a proactive, detail-oriented professional ready to support and drive key operational processes and enhance team efficiency.

About Omnicom Global Solutions

Omnicom Global Solutions is an integral part of Omnicom Group, a leading global marketing and corporate communications company. Omnicom’s branded networks and numerous specialty firms provide advertising, strategic media planning and buying, digital and interactive marketing, direct and promotional marketing, public relations, and other specialty communications services to over 5,000 clients in more than 70 countries.

Omnicom Global Solutions India plays a key role for our group companies and global agencies by providing stellar products, solutions, and services in the areas of Creative Services, Technology, Marketing Science (Data & Analytics), Advanced Analytics, Market Research, Business Support Services, Media Services, and Project Management.

We currently have 4000+ awesome colleagues in Omnicom Global Solutions India who are committed to solving our clients’ pressing business issues. We are growing rapidly and looking for talented professionals like you to be part of this journey.

Let us build this, together

Responsibilities:

Client & Agency Service:

Administrative Coordination:

• Provide general administrative support to the GCL, Operations, and account teams.
• Coordinate All Hands meetings, including organizing speakers, developing presentation decks, and arranging presentation recordings.
• Assist in client list tracking for surveys, holiday cards, and gifting, ensuring accuracy and timely execution.
• Oversee and regularly update our team’s email access list, resolve access issues, and support new joiners with email set-up.
• Maintain and update distribution lists and memberships to ensure clear team communication.
• Partner with the Operations Lead to schedule and record various team trainings and track attendance.
• Support spokesperson travel research and coordination, including communication with clients and spokespeople on options, itineraries, calendar invitations, credit card authorizations and expenses
• Support office admin to prepare and create high quality on-site client experiences for FH-hosted meetings.

Qualifications:

Financial Support:

• Support in regularly checking Ariba for new purchase orders and track client invoice payments.
• Update our master internal revenue tracker with PO numbers, account contacts, budgets, and project documentation links.
• Serve as support to Operations Lead to guide and train staff on client-approved financial and operational templates and forms.
• Create and maintain out-of-pocket expense records, track payment due dates, and coordinate with Accounts Payable to ensure on-time vendor and partner payments.
• Collaborate with SMEs (e.g., paid team) to ensure invoices are tracked and billed to clients appropriately.
• Manage vendor invoicing and payments from setup through PO submission, invoice upload, and payment tracking.
• Review all draft scopes and change orders for accuracy and consistency before GCL or Operations Leader review. (Need clarity on this point)
• Coordinate and schedule monthly forecast meetings with account leaders to ensure GCL and Operations leads have up-to-date financial insights.

• Support operations lead in implementing strategies to enhance the effectiveness of operational processes and collaborate with the network to align with best practices.
• In partnership with the Operations Lead, track staff participation in all required client training, including adverse events and legal compliance.

• Proven experience in a similar role, with a strong understanding of agency business operations.
• Excellent financial acumen and problem-solving skills.
• Strong written and verbal communication skills.
• Detail-oriented, with the ability to multitask across projects and teams.
• Excellent organizational and time-management skills.
• Proficiency in Microsoft Office Suite and experience with PeopleSoft or similar financial platforms.