Business Administrative Coordinator

INNOCEAN Canada is seeking a Business Administrative Coordinator to manage billing processes and support financial hygiene across projects. The role involves processing production work orders, preparing invoices, and liaising with finance and media departments to ensure accurate billing and reconciliation of media vendor invoices.

Responsibilities

• To process incoming production work orders and contracts daily into the billing system
• Respond to all billing inquiries, prepare pre-billing invoices, prepare billing schedules, send out electronic invoices to customer, and provide backup for invoice runs
• Liaise with finance and media department to setup campaign estimates, input media buys, and reconcile media vendor invoices on a monthly basis
• Quote and invoice management with external vendors and creation of PO’s
• Liaise with the Finance teams, Studio teams, and Account teams at Innocean to maintain financial hygiene across all aspects of projects
• Assign new docket/job numbers upon request from Account group
• Record new projects and numbers in BCR and communicate any budget concerns
• Review accuracy of estimates from account group before they are sent to client
• Send estimates to client and project managers and track in BCR
• Send client approved estimates to applicable internal stakeholders including Finance
• Database management of estimates to applicable folders on shared drive
• Record billings into BCR and SAP entry
• Send BCR to client Monthly
• Familiar with month end and year end close processes such as accruals
• Coordinate with media planners/buyers to create digital media estimates and input buys into the billing system
• Cross reference media invoices to media spend reports to ensure accuracy of vendor invoicing
• Reconcile and clear media invoices to be processed for payment

Skills

• 0 - 1 year of billing experience
• Experience processing expense reports and BCR reports considered an asset
• Strong computer skills, including computerized accounting spreadsheets
• Strong Excel skills
• Effective communication skills
• Attention to detail and high level of accuracy
• Ability to work independently and as a team member
• Ability to handle multiple priorities and multiple deadlines
• Print/Media Production skills would be a definite asset
• Agency Experience, including budget planning experience considered an asset
• SAP knowledge and asset

Benefits

• Full benefits coverage
• Flex spending account for additional $$$
• RRSP’s
• Confidential individual counseling
• Paid personal days

Company Overview