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Admin assistant

4 months ago

London, Greater London, United Kingdom Beetle Producers Full time

Closing date: 25th May 2024

Salary: £35,000 pro rata

Contract: Part-time hours, 9am - 1pm, Monday - Thursday

Location: Remote working

Are you keen to learn more about working in recruitment for the advertising and production industry?

Beetle is a matchmaking service for producers and agencies. We place both freelance and full-time producers within the advertising industry.

We are a small company, currently with 4 employees. It is a busy and fast-paced environment involving reacting quickly to client requests and supplying the industry's best producers. We pride ourselves on being the most engaging service, always aiming to place the right people in the right roles based on their experience, the production brief and ethos of the agency.

We are looking for someone very organised with strong attention to detail, a good multi-tasker with a can-do attitude and friendly demeanour to join our team at Beetle Producers.


Responsibilities

PaperworkPreparing, sending and saving booking confirmation / extension documents for producer & agencyMaking sure all producers have signed representation agreement Requesting references on producers once a placement has finished Requesting references on new producers & savingUpdating weekly round up of producers we have metBeetle T&C's to all new ClientsSetting up as a new supplier with new clients so we are on their system for billingConfirming Client billing details to our accounts deptFormatting, editing and applying watermarks to documentation as required eg, letters, NDAs, job descriptions etcAny documents signed and returned via DocuSignManaging subscriptions & sharing invoices with our accounts deptManaging all passwords for Beetle accountsJobs emailManaging emailAdd producers to 'still to meet' list and make a profile on DB with avails as 'UNKNOWN' and alert of 'STILL TO MEET'Managing databaseUploading new producers to the database, along with their CVs & correct attributes, pictures, salary expectation / rate with their initial email in notesUploading latest CVsSaving bio descriptions for producers we have sharedCreating organisation profiles, adding company information and client contactsChasing producers for their availability & updating the DBRequesting recent CVs and billing info from producers Updating producer availabilitySocial MediaManaging social media accounts & posting latest work, pictures etcChasing producers for their latest work for social media & keeping track of what is coming in and whenMaking sure all permissions are agreed to use the work on social mediaAdd new companies and producers to Instagram to increase our followingShout out's on WIA and WhatsApp groups for producers Knowledge, skills, experiencePrevious advertising experience essential, plus office / administration experience.Strong attention to detail.Excellent admin and organisational skills Good grammar, spelling, and email composition.Ability to multitask, work at speed and under pressure.Good at summarising information and building spreadsheets.Reliable, sociable, warm, with a cheerful disposition The employer reserves the right to close the listing and stop accepting applications sooner than the original deadline. Therefore we strongly recommend applying at the earliest opportunity. We welcome and encourage applications from candidates who are under-represented in the creative industries. Please state in your application that you found this role through Creative Access.