Media Billing Coordinator

Job Summary
The Media Billing Coordinator is responsible for managing and reconciling media invoices across various media channels, ensuring accuracy in financial tracking and compliance with client agreements. This role involves close collaboration with media buyers, planners, vendors, and the accounting team to address discrepancies, facilitate invoicing processes, and provide actionable insights to maintain financial accountability.

Responsibilities

Invoice Management & Reconciliation

• Collect and review vendor invoices across broadcast, print and out-of-home channels to ensure alignment with media buys and insertion orders (IOs).
• Manage and maintain Unlock’s invoice system, ensuring it houses all vendor invoices for easy access by the finance team during audit periods. 
• Resolve discrepancies between billed and purchased amounts by liaising with vendors and internal teams.
• Apply appropriate project numbers and vendor codes to invoices and escalate any issues requiring account team intervention.
• Track missing invoices and maintain updated records via the Media Details Report and Workamajig.
• Process credit memos and ensure proper documentation in Strata.

Reporting & Coordination

• Generate monthly actualized media spend reports using Strata for team flowchart updates.
• Maintain accurate monthly post-spend reports and ensure alignment with documented expenditures.
• Collaborate with media and accounting teams to streamline invoice processing and troubleshoot outstanding issues.

Process Improvements

• Attend routine meetings to review financial reports and contribute insights for optimizing the billing process.
• Support invoice digitization efforts by coordinating with vendor representatives.

Qualifications

• Bachelor’s degree or equivalent experience.
• 1-2 years of billing processes and understanding of media buying.
• Proficiency in financial reconciliation tools (e.g., Strata, Workamajig) and Microsoft Office Suite, especially Excel.
• Excellent organizational and time-management skills with a high attention to detail.
• Effective communication skills for collaboration with vendors, internal teams, and external stakeholders.
• Ability to analyze and resolve discrepancies in a timely manner.