Business Admin

About the role

We are looking for a highly organised, detail-oriented and proactive Business Administrator to support the day-to-day operations of our growing media production agency. You will play an important role in keeping our business operations organised — from managing invoices and payments to tracking client packages, handling enquiries and ensuring clients are properly followed up with throughout their journey with us. This role is ideal for someone who enjoys working with people, is comfortable with administrative and financial tasks, and can independently keep track of multiple moving parts in a fast-paced environment.

Key responsibilities

• Prepare and send invoices to clients promptly after confirmation of services or according to company payment terms
• Keep track of all outstanding invoices and follow up with clients on overdue payments
• Maintain accurate records of payments received and outstanding balances
• Maintain an up-to-date record of all active client packages, including package type, number of videos/credits purchased, credits/videos used and remaining, package start and expiry dates, and renewal status
• Monitor client package usage and ensure records are updated after every booking/project
• Proactively remind clients when their packages are approaching expiry and follow up with clients regarding package renewals
• Manage incoming client enquiries through WhatsApp, email and other communication channels
• Respond to general client questions promptly and professionally and assist clients with package information, bookings, invoices, payment matters and administrative queries
• Maintain an accurate and up-to-date database of all clients and keep track of each client's current status
• Assist with coordinating and confirming client bookings and shoot schedules

About you

• Previous experience in administration, operations, customer service, accounts support or a similar role is preferred
• Strong organisational and time-management skills
• Excellent attention to detail and ability to maintain accurate records
• Comfortable working with numbers, invoices and payment records
• Good written and verbal communication skills
• Comfortable communicating with clients professionally through WhatsApp, email and other platforms
• Proficient in Google Workspace, Microsoft Office or similar productivity tools
• Comfortable working with spreadsheets and databases
• Able to manage multiple clients and tasks simultaneously
• Proactive and able to identify tasks that need to be followed up without constant supervision