Budget Project Coordinator

Interpublic; Canada; On-site; CAD 45,000 - 55,000; Full time

Benefits offered by this job

In-office: minimum 3 days per week

Job summary

Omnicom Group is seeking a dynamic Budget Project Coordinator to support the Client Accounting team in delivering accurate administrative, project coordination, and reporting support in a Canada-based role.

The role focuses on monthly financial milestones, billing accuracy, vendor invoicing, and budget management across disciplines, with in-office requirements and a commitment to timely month-end processes.

Responsibilities

• 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 practices.
• Review draft billing and ensure accuracy of billing address, attention, commission rate, taxes, and client codes.
• Coordinate and ensure all draft billing is approved by assigned staff.
• Review and approve live billing packages prior to client distribution and follow up on discrepancies.
• 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 follow-up with clients on overdue invoices.
• Maintain Budget Control Reports (BCR) and review monthly for client distribution.

Skills

Microsoft Office Suite (Intermediate)

Attention to detail

Time management

Organizational skills

Communication skills

Prioritization

Job description

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

• 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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