Operations & Project Management Executive

Publicis Groupe Holdings B.V; Kuala Lumpur; Hybrid; MYR 67,000 - 112,000; Full time

Benefits offered by this job

Generous leave entitlements

Hybrid working schedule

Phone Allowance

Cashless medical coverage

Job summary

Publicis Groupe Holdings B.V in Kuala Lumpur is seeking an Operations & Project Management Executive to manage day-to-day media buying (offline and online). You will ensure campaigns meet briefs, monitor delivery, and align plans with client requirements and billing workflows.

This role also handles media billing, coordinates with finance and vendors, reconciles invoices, and tracks spend. The ideal candidate has 1–2 years in a media agency, strong Excel skills, and a proactive, detail‑oriented

Qualifications

• 1-2 years' experience in media agency handling media trafficking or buying.
• Familiar with and have worked with the major publishers.
• Proficiency in offline buying; experience with online buying and digital ad operations.
• Strong Excel skills (pivot tables, VLOOKUP).
• Analytical and meticulous with an excellent eye for detail.
• Team player with an action-oriented mindset and ability to work with minimal supervision.
• Excellent written and verbal communication skills.
• Proactive and able to prioritize tasks under pressure.

Responsibilities

• Manage day-to-day media buying for the agency (offline and online).
• Negotiate and secure master pricing with media owners where applicable.
• Coordinate planning, approval and billing processes.
• Monitor campaign delivery and reconcile under-deliveries.
• Audit processes across client base and invoicing workflow.
• Maintain reporting and client expenditure updates by campaign.

Skills

Media buying

Billing

Excel

Negotiation

Tools

Microsoft Excel

Pivot tables

VLOOKUP

Job description

Operations & Project Management Executive

Media Buying (Offline and Online)

• The day-to-day media buying for the agency.
• Deliver excellent master contract pricing through negotiation and relationships with media owners, wherever applicable.
• Develop understanding of client business and ways of working from planning to getting approval and billing process.
• Deliver added value opportunities across clients wherever possible.
• Book all campaigns according to the brief (with confirmed media) and ensure financials are correct.
• Monitor campaign delivery and reconcile any under deliveries.
• Assist with auditing process across specific client base.
• Follow through the closed job for invoicing process (incl. (proof of ads, supplier invoices, TV reporting, signed schedule).
• Constantly monitor performance and delivery of ad server and vendor reporting, where applicable.
• Monitor and report on clients' expenditure update by campaign by media, if needed.
• Keep track of clients' media master contract fulfilments.
• Prepare CI for all mediums and help Planners manage all material submission timelines.
• Work closely with Planners to ensure all the media plans are as per Starscape template and make sure all elements are incorporated.
• Checking campaign start dates on Starscape and ensuring Monitoring Status is updated on a timely basis.

Billing Admin

• Manage the media billing processes which involve co-coordinating with media planning teams on billing instructions.
• Processing billing instructions with finance/shared service teams.
• Splitting insertions on finance system to match supplier invoices.
• Resolving billing discrepancies with relevant stakeholders e.g. media vendors, media, finance and shared service teams.
• Billing status monitoring and reporting.
• Media plan actualization and reconciliation on monthly basis. Support Planners to update the media plans based on actualized amount.
• Participate in finance WIP & Precision billing meetings to make sure Client's invoices get processed and meet billing timelines.
• Maintain co-ownership of WIP report with finance team, ensure that jobs are progressively reconciled and closed.

Other billing requirements include:

• Support requirements for onboarding of new suppliers.
• Ensure 100% billing completion before end of following month of activity.
• Close open jobs in a timely manner, ideally within 3 months after campaign activity ends.
• Resolve/respond to client billing queries.

Responsibilities

Media Buying (Offline and Online)

• The day-to-day media buying for the agency.
• Deliver excellent master contract pricing through negotiation and relationships with media owners, wherever applicable.
• Develop understanding of client business and ways of working from planning to getting approval and billing process.
• Deliver added value opportunities across clients wherever possible.
• Book all campaigns according to the brief (with confirmed media) and ensure financials are correct.
• Monitor campaign delivery and reconcile any under deliveries.
• Assist with auditing process across specific client base.
• Follow through the closed job for invoicing process (incl. (proof of ads, supplier invoices, TV reporting, signed schedule).
• Constantly monitor performance and delivery of ad server and vendor reporting, where applicable.
• Monitor and report on clients' expenditure update by campaign by media, if needed.
• Keep track of clients' media master contract fulfilments.
• Prepare CI for all mediums and help Planners manage all material submission timelines.
• Work closely with Planners to ensure all the media plans are as per Starscape template and make sure all elements are incorporated.
• Checking campaign start dates on Starscape and ensuring Monitoring Status is updated on a timely basis.

Billing Admin

• Manage the media billing processes which involve co-coordinating with media planning teams on billing instructions.
• Processing billing instructions with finance/shared service teams.
• Splitting insertions on finance system to match supplier invoices.
• Resolving billing discrepancies with relevant stakeholders e.g. media vendors, media, finance and shared service teams.
• Billing status monitoring and reporting.
• Media plan actualization and reconciliation on monthly basis. Support Planners to update the media plans based on actualized amount.
• Participate in finance WIP & Precision billing meetings to make sure Client's invoices get processed and meet billing timelines.
• Maintain co-ownership of WIP report with finance team, ensure that jobs are progressively reconciled and closed.

Other billing requirements include:

• Support requirements for onboarding of new suppliers.
• Ensure 100% billing completion before end of following month of activity.
• Close open jobs in a timely manner, ideally within 3 months after campaign activity ends.
• Resolve/respond to client billing queries.

Qualifications

Qualifications

• 1-2 years' experience in media agency handling media trafficking or buying.
• Familiar with and have worked with the major publishers.
• Proficiency in offline buying. Preferably has experience with online buying (both self served and managed service) and digital ad operations.
• Strong in numbers and intermediate skills in Microsoft Excel (such as pivot table and v-lookup)
• Analytical and meticulous with an excellent eye for details.
• A team player with an action-oriented mind-set, who is able to work with minimal supervision.
• Eager to learn and to be an expert on billing tools and systems.
• Excellent written and verbal communication skill.
• Proactive and ability to prioritize tasks, work well under pressure.

Additional information

Our employee benefits package comprises the following:

• Generous leave entitlements, including birthday leave, rest day and family care leave.
• Office closure for World Mental Health Day 10th October.
• Additional Company closure for all 4 major festive Celebrations
• Cashless comprehensive medical coverage, including access to a panel clinic, dental and optical care.
• Life and personal accident insurance and group hospitalization and surgery.
• A hybrid working schedule and with Friday disconnects.
• Rest Relax & Recharge - office closure last week of December every year.
• Phone Allowance

What can I earn as a Project Management Executive