Why this role exists
A small agency runs on a steady layer of accurate, on-time administration: contracts prepared correctly, data collected on time, checklists actually followed. This role exists to own that repeatable layer directly, so nothing depends on one person's memory.
What you will own
- Preparing standard contracts, annexes and documents from approved templates.
- Organising signatures, gathering attachments and keeping archives in order.
- Collecting data needed for billing and making sure time is reported on schedule.
- Preparing standard invoices, summaries and data for the accounting team.
- Scheduling, correspondence, office logistics and day-to-day organisational communication.
- Keeping information and checklists in shared systems up to date.
- Flagging gaps, errors or exceptions immediately rather than guessing.
What good performance looks like
Recurring tasks happen on time without reminders. Documents are correct the first time. Follow-ups do not pile up. Your own scope of independent responsibility grows over time as you demonstrate reliability.
Required competencies
- Working accurately from approved templates and documents.
- Comfortable in spreadsheets and structured data.
- Calendar, correspondence and consistent follow-up.
- Attention to detail.
- Proactive, appropriate escalation of anything unclear.
Nice to have
- Prior experience in an administrative or office-coordination role.
- Comfortable with Google Workspace / Microsoft 365 and Monday.
Tools, team and working context
You would report to the Operations & Administration Manager and work closely with the wider team on documents, scheduling and data collection. Day-to-day tools include Monday, Clockify, and Google Workspace / Microsoft 365.