Job Description

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

1. Invoicing & Payment Management

• 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.
• Ensure payments are properly recorded and matched to the relevant client/project.
• Follow up with clients regarding payment confirmation where necessary.
• Maintain an organised record of company invoices, receipts and payment documentation.
• Flag any overdue or unusual payment situations to management.

2. Client Package Management

• 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
• Rollover credits, where applicable
• Renewal status
• Monitor client package usage and ensure records are updated after every booking/project.
• Proactively remind clients when their packages are approaching expiry.
• Follow up with clients regarding package renewals before their current package ends.
• Notify clients when they are nearing the end of their package or have limited credits remaining.
• Keep track of clients who have renewed, are considering renewal, or have decided not to renew.
• Ensure there are no gaps or discrepancies between internal package records and client records.

3. Client Enquiries & Communication

• Manage incoming client enquiries through WhatsApp, email and other communication channels.
• Respond to general client questions promptly and professionally.
• Assist clients with package information, bookings, invoices, payment matters and administrative queries.
• Follow up with clients when information, approvals, payment or confirmation is required.
• Escalate technical, creative or production-related matters to the relevant team member when necessary.
• Maintain a professional and friendly relationship with clients throughout their engagement with the company.

4. Client Status & CRM Management

• Maintain an accurate and up-to-date database of all clients.
• Keep track of each client's current status, such as:
• New enquiry
• Quotation sent
• Awaiting confirmation
• Payment pending
• Active client
• Package nearing expiry
• Renewal pending
• Renewed
• Inactive / completed
• Ensure client information, package details, payment status and project status are updated regularly.
• Keep management informed of important client updates, pending actions and potential follow-ups.
• Identify clients who may require follow-up or re-engagement.

5. Scheduling & Administrative Support

• Assist with coordinating and confirming client bookings and shoot schedules.
• Ensure clients have received the necessary information before their scheduled shoot.
• Assist in keeping track of upcoming shoots, deadlines and client deliverables where required.
• Coordinate internally with the production/editing team to ensure relevant client information is communicated.
• Assist with rescheduling, cancellations and administrative changes where required.

6. Internal Operations

• Maintain organised digital records and documentation.
• Keep internal trackers, spreadsheets and databases updated.
• Assist management in monitoring business operations and outstanding tasks.
• Ensure important administrative deadlines and follow-ups are not missed.
• Help improve and streamline existing administrative processes.
• Identify recurring operational issues and suggest ways to improve efficiency.
• Prepare simple reports or summaries on invoices, outstanding payments, active packages, renewals and client status when required.

7. Ad Hoc Responsibilities

• Assist with general day-to-day administrative tasks.
• Support management with operational and business-related projects.
• Assist with preparing quotations, proposals, forms or other client documentation when required.
• Help coordinate internal meetings and maintain relevant notes or action items.
• Assist with onboarding new clients and ensuring all required information is collected.
• Take on other reasonable administrative and operational tasks as the company grows.

Requirements

• 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.
• Responsible, reliable and able to meet deadlines.
• Ability to work independently in a fast-paced environment.
• Good problem-solving skills and willingness to learn.

We Are Looking For Someone Who Is

• Organised: You naturally keep things structured and don't let tasks slip through the cracks.
• Detail-oriented: You notice discrepancies in invoices, payments, package balances and client information.
• Proactive: You don't wait to be told when something needs to be followed up.
• Communicative: You are comfortable speaking to clients and keeping the team updated.
• Responsible: You can be trusted to manage important administrative and financial information.
• Efficient: You look for better ways to organise processes and reduce unnecessary work.
• Adaptable: You are comfortable handling different tasks as priorities change.
• Client-focused: You understand the importance of providing clients with a smooth and professional experience.

Key Performance Areas

Success in this role will be measured by:

• Accurate and timely invoicing.
• Timely collection and recording of payments.
• Accurate tracking of all client packages and balances.
• Timely renewal and expiry reminders.
• Accurate and up-to-date client records.
• Prompt response and follow-up on client enquiries.
• Minimal missed follow-ups or administrative deadlines.
• Smooth coordination between clients and the internal team.
• Ability to independently manage day-to-day administrative responsibilities.

Why Join Us

You will be joining a young and growing creative business where you will have the opportunity to play an important role in shaping and improving our internal operations.

As the company grows, there will also be opportunities to take on greater responsibility across business operations, client management and administration.

Job Requirements

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

1. Invoicing & Payment Management

• 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.
• Ensure payments are properly recorded and matched to the relevant client/project.
• Follow up with clients regarding payment confirmation where necessary.
• Maintain an organised record of company invoices, receipts and payment documentation.
• Flag any overdue or unusual payment situations to management.

2. Client Package Management

• 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
• Rollover credits, where applicable
• Renewal status
• Monitor client package usage and ensure records are updated after every booking/project.
• Proactively remind clients when their packages are approaching expiry.
• Follow up with clients regarding package renewals before their current package ends.
• Notify clients when they are nearing the end of their package or have limited credits remaining.
• Keep track of clients who have renewed, are considering renewal, or have decided not to renew.
• Ensure there are no gaps or discrepancies between internal package records and client records.

3. Client Enquiries & Communication

• Manage incoming client enquiries through WhatsApp, email and other communication channels.
• Respond to general client questions promptly and professionally.
• Assist clients with package information, bookings, invoices, payment matters and administrative queries.
• Follow up with clients when information, approvals, payment or confirmation is required.
• Escalate technical, creative or production-related matters to the relevant team member when necessary.
• Maintain a professional and friendly relationship with clients throughout their engagement with the company.

4. Client Status & CRM Management

• Maintain an accurate and up-to-date database of all clients.
• Keep track of each client's current status, such as:
• New enquiry
• Quotation sent
• Awaiting confirmation
• Payment pending
• Active client
• Package nearing expiry
• Renewal pending
• Renewed
• Inactive / completed
• Ensure client information, package details, payment status and project status are updated regularly.
• Keep management informed of important client updates, pending actions and potential follow-ups.
• Identify clients who may require follow-up or re-engagement.

5. Scheduling & Administrative Support

• Assist with coordinating and confirming client bookings and shoot schedules.
• Ensure clients have received the necessary information before their scheduled shoot.
• Assist in keeping track of upcoming shoots, deadlines and client deliverables where required.
• Coordinate internally with the production/editing team to ensure relevant client information is communicated.
• Assist with rescheduling, cancellations and administrative changes where required.

6. Internal Operations

• Maintain organised digital records and documentation.
• Keep internal trackers, spreadsheets and databases updated.
• Assist management in monitoring business operations and outstanding tasks.
• Ensure important administrative deadlines and follow-ups are not missed.
• Help improve and streamline existing administrative processes.
• Identify recurring operational issues and suggest ways to improve efficiency.
• Prepare simple reports or summaries on invoices, outstanding payments, active packages, renewals and client status when required.

7. Ad Hoc Responsibilities

• Assist with general day-to-day administrative tasks.
• Support management with operational and business-related projects.
• Assist with preparing quotations, proposals, forms or other client documentation when required.
• Help coordinate internal meetings and maintain relevant notes or action items.
• Assist with onboarding new clients and ensuring all required information is collected.
• Take on other reasonable administrative and operational tasks as the company grows.

Requirements

• 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.
• Responsible, reliable and able to meet deadlines.
• Ability to work independently in a fast-paced environment.
• Good problem-solving skills and willingness to learn.

We Are Looking For Someone Who Is

• Organised: You naturally keep things structured and don't let tasks slip through the cracks.
• Detail-oriented: You notice discrepancies in invoices, payments, package balances and client information.
• Proactive: You don't wait to be told when something needs to be followed up.
• Communicative: You are comfortable speaking to clients and keeping the team updated.
• Responsible: You can be trusted to manage important administrative and financial information.
• Efficient: You look for better ways to organise processes and reduce unnecessary work.
• Adaptable: You are comfortable handling different tasks as priorities change.
• Client-focused: You understand the importance of providing clients with a smooth and professional experience.

Key Performance Areas

Success in this role will be measured by:

• Accurate and timely invoicing.
• Timely collection and recording of payments.
• Accurate tracking of all client packages and balances.
• Timely renewal and expiry reminders.
• Accurate and up-to-date client records.
• Prompt response and follow-up on client enquiries.
• Minimal missed follow-ups or administrative deadlines.
• Smooth coordination between clients and the internal team.
• Ability to independently manage day-to-day administrative responsibilities.

Why Join Us

You will be joining a young and growing creative business where you will have the opportunity to play an important role in shaping and improving our internal operations.

As the company grows, there will also be opportunities to take on greater responsibility across business operations, client management and administration.

Skills