Budget Project Coordinator
- Canada
- Permanent
- Temps-plein
- 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 billings are 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.
- 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)
- College/University degree in Administration, Accounting, or other equivalent degrees
- Microsoft Office Suite
- Ability to manage conflicting priorities in a fast-paced, deadline-driven environment
- GoodStress Management and priority management
- Detail-oriented and the ability to maintain a high degree of accuracy
- Strong Organizational and multi-tasking skills
- Strong Communication Skills
- Some experience working in an administrative or project coordinator role
- Experience working in a Communications or Marketing Advertising environment