Budget Project Coordinator

Agency:

Job Function:

Job Subfunction:

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.

Omnicom is committed to hiring and developing exceptional talent. We agree that talent is uniquely distributed, and we’re focused on developing inclusive teams that can bring the best solutions to everything we do. We strongly believe that celebrating what makes us different makes us better together. Join us—we look forward to getting to know you. We will process your personal data in accordance with our Recruitment Privacy Notice.

Link to Recruitment Privacy Notice: https://www.omc.com/privacy-notice/