Budget Project Coordinator

Agency:

PHd

Job Function:

Media

Job Subfunction:

Media Planning and Buying

Job Description:

Summary

A dynamic and passionate Budget Project Coordinator who will support the Client Accounting team by delivering accurate and timely administrative, project coordinator, and reporting support.

Responsibilities

Management & Communications

• Perform monthly all client financial milestones from authorization to vendor reconciliation.

• Maintain (Hive Finance Workflow) project management tool to enable efficient and timely month-end best practices.

• Review draft billing and ensure accuracy of billing address, attention, commission rate, taxes, and any specific codes as required by individual clients (User Fields).

• Coordinate and ensure that all draft billing is approved by assigned staff.

• Review and approve live billing packages prior to client distribution, following up on any billing discrepancies with internal staff.

• Lead and ensure reconciliation of vendor invoices in compliance with client contracts.

• Lead and ensure input (including revisions) is done properly and in a timely manner

• Responsible for estimate creations in MediaOcean and leading the campaign closing process in a timely manner.

• Liaise with the strategy team and accounts payable to resolve supplier invoice discrepancies.

• Responsible for budget management tracking across all disciplines.

• Management of client accounts receivable and the follow-up with clients on overdue invoices.

Reporting & Compliance

• Maintain Budget Control Reports (BCR) in accordance with client reporting requirements.

• Update and review BCRs monthly for approval and subsequent distribution/presentation to client.

• Review of all media purchase authorizations (MPA) for accuracy of language, costs in net versus gross dollars, commission and fees, foreign exchange if applicable, and taxes (GST, HST, QST)

• Maintain all trackers: Purchase orders (PO), agency MPA.

• Ensure maintenance of Hive and compliance by all teams.

• Ensure proper client purchase authorization/approvals are received and retained.

• Maintaining (central) filing system for client files. (record retention)

Skills

• Microsoft Office Suite (Intermediate)

• Ability to manage conflicting priorities in a fast-paced, deadline-driven environment

• Good Stress Management (Developing) and priority management (Developing)

• Detail-oriented (Developing), and the ability to maintain a high degree of accuracy (Developing)

• Strong Organizational (Intermediate) and multi-tasking (Intermediate) skills

• Strong Communication Skills (Intermediate)

50,000.00

To the extent permissible by local law, Omnicom’s policy requires employees to work in the office for a minimum of three days a week, unless additional in-office days are directed by their agency or manager.

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