Billing Coordinator

ipa.co.uk - Jobboard; London; Hybrid; GBP 30,000 - 35,000; Full time

Job description

About the Role

We are seeking a highly organised and detail-oriented Billing Coordinator to join our dynamic finance team. This is a crucial role supporting all financial operations related to customer invoicing, payment processing, and revenue tracking across five multi-currency entities. The successful candidate will take ownership of the full billing cycle – from generating invoices to reconciling payments – while also supporting broader financial reporting and audit activities.

You will work closely with our Finance Director and Finance Manager to ensure accurate and timely billing processes, while also acting as a key point of contact for customer queries related to invoices and payments. This position offers a unique opportunity to gain experience across a variety of income streams including subscriptions, levies and events within a highly respected and well-established trade body.

This hybrid role offers flexibility, with the opportunity to work remotely for part of the week and from our Central London office on Tuesdays and Thursdays. If you're an experienced biller – particularly from within the advertising, media, or trade association sectors – and thrive in a fast-paced, collaborative environment, we would love to hear from you.


About the Advertising Association

The Advertising Association represents the UK advertising industry – encompassing advertisers, agencies, and media – and works to promote responsible advertising while engaging with policymakers to support the sector's growth. Advertising is a cornerstone of the UK’s creative economy, contributing significantly to exports and providing essential funding for sports, media, the arts, and cultural initiatives.

Our finance team plays a vital role in supporting the entire organisation, managing budgets and reporting across five entities with a combined revenue of circa £7 million. These include both our long-standing operations dating back to 1926 and newer ventures established in 2022.


Key Responsibilities

This is a crucial role supporting all financial operations related to customer invoicing, payment processing, and revenue tracking across five multi-currency entities.

The key duties of the role will include:

1. Generating and issuing accurate invoices across all income streams (subscriptions, levies, events, etc.).
2. Preparing and maintaining up-to-date account statements for customers.
3. Monitoring incoming payments, allocating them correctly, and following up on overdue accounts.
4. Managing customer queries and resolving billing discrepancies professionally.
5. Daily bank reconciliation, ensuring accuracy and completeness.
6. Maintaining and updating customer records including contact details and payment terms.
7. Creating and managing financial spreadsheets for internal reporting.
8. Assisting with month-end and year-end processes, including preparation for audit.
9. Supporting the preparation of financial reports with the Finance Director and Manager.
10. Ensuring compliance with internal financial controls and policies.
11. Processing and reconciling multi-currency transactions.
12. Entering and managing records in Xero and using procurement platforms such as Coupa, SAP Ariba, and Tungsten.
13. Supporting the finance team on ad hoc tasks and projects.

About You

Successful candidates will need to demonstrate that they have:

1. Proven experience in a relevant/comparable billing or finance assistant role, with a range of relevant responsibilities (billing, bank reconciliation, customer statements & support, etc).
2. Competent and extensive experience with finance systems (e.g., Xero, or an in-house equivalent).
3. Excellent attention to detail with a focus on accuracy and deadlines.
4. Highly organised with the ability to prioritise tasks in a fast-paced environment.
5. Strong communication skills with confidence to interact with all levels.
6. Proactive and solution-focused mindset with an ability to suggest improvements.

The ideal candidate will also have:

1. Proficiency in Xero and procurement platforms such as Coupa, SAP Ariba, and Tungsten.
2. Experience in advertising, media, or trade associations.
3. Familiarity with multi-currency billing practices.
4. Experience supporting audits, budgeting, forecasting, and reporting.
5. Strong Excel and IT skills.
6. AAT qualified or working towards a relevant qualification.
7. Comfortable adapting to evolving systems and processes.

Personal Qualities

1. Reliable, honest, and discreet with financial data.
2. Collaborative team player who can also work independently.
3. Eager to learn and grow within the finance function.
4. Professional and approachable with a positive mindset.

If you are an experienced Biller / Finance Assistant from a relevant organisation, and would like to join our close-knit finance team to support the important work of the Advertising Association, then we would love to hear from you.

The Package

Salary
£30-35k, depending on experience & qualifications

Hours
Full-time with hybrid working arrangement

Benefits
Private medical insurance, 22 days holidays (+Bank holidays, increasing to 25), Enhanced employer pension contributions, Life Assurance and Income Protection, Learning & Development budget, Mobile phone allowance, Company social events.