Media Coordinator

Healy World; Louisville (CO); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

On-site gym

Campus with hiking trails

Organic cafe and meals

Job summary

Gaia is seeking an experienced Media Coordinator for on‑site work in Louisville, CO. The role owns end‑to‑end media activation, trafficking, and financial control, coordinating with planning, finance, and creative teams to meet KPIs.

On‑site at our Louisville campus, US work authorization required, salary $60,000–$70,000. The ideal candidate brings agency background, strong digital trafficking knowledge, and careful attention to billing accuracy.

Qualifications

• Current or recent agency experience as a Media Coordinator or similar activation role.
• Strong understanding of digital trafficking, pacing, and billing workflows.
• Knowledge of online media fundamentals.
• High attention to detail and strong financial accuracy.
• Experience using Airtable (or similar), Google Analytics, Google Suite, and other workflow technology.
• Ability to manage multiple campaigns and deadlines simultaneously.
• Clear and confident communication skills.

Responsibilities

• Create and manage Insertion Orders (IOs) in the AD system.
• Monitor and verify payment terms tied to media authorizations.
• Track media spend against budget using billing trackers and platform data.
• Maintain accurate weekly/monthly budget reporting, including pacing, variances, and forecasting.
• Reconcile delivery vs. contracted placements and ensure IOs align with invoices.
• Uphold accuracy and excellence in the billing process in coordination with marketing finance and media agencies.
• Own the end-to-end trafficking workflow between external media agencies and our in-house creative studio, ensuring assets, specs, timelines, and approvals are aligned.
• Coordinate the exchange of creative materials, technical requirements, and campaign documentation to guarantee seamless activation.
• QA creative assets prior to launch to ensure platform compliance and accurate execution.
• Prepare, QA, and validate creative assets to meet platform specifications and trafficking requirements.
• Manage campaign launches, trafficking documentation, and IO distribution.
• Monitor daily pacing and performance to ensure alignment with KPIs.
• Identify trafficking discrepancies or delivery issues and secure proper makegoods/compensation (TRP, budget, audience levels).
• Build audiences and manage targeting parameters as required.
• Support tactical media planning globally by liaising with media agencies and international partners, requesting and evaluating campaigns.
• Partner with strategy, agency, creative, and planning teams to translate media plans into executable workflows.
• Maintain organized documentation across billing trackers, creative systems, and briefing processes.
• Contribute to weekly presentation materials and campaign reporting weekly.

Skills

Interpersonal skills

Effective communication

Teamwork

Prioritization

Problem solving

Tools

Airtable

Google Analytics

Google Suite

Job description

Gaia is looking for an experienced Media Coordinator who thrives in a fast‑paced agency environment and understands the balance between strategic thinking and flawless execution.

In this role, you will serve as the bridge between media strategy and day‑to‑day activation — owning implementation, financial control, trafficking accuracy, and vendor coordination across online and offline channels. You’ll partner closely with planning, finance, and creative teams to ensure campaigns launch accurately, pace effectively, reconcile cleanly, and deliver against KPIs.

This is an ideal opportunity for a current agency Media Coordinator who enjoys being hands‑on in platforms, detail‑oriented with billing, and proactive in identifying optimization and process improvements.

Position: Full‑time, On‑site at our office in Louisville, CO. (Not remote)

Salary Range: $60,000 – $70,000 (commensurate with experience)

Key Soft Skills: strong interpersonal abilities – effective communication, teamwork, prioritization, and problem solving – who can adapt to change, manage conflicts with empathy, and collaborate well with diverse teams.

Must be able to work on campus in Louisville, CO.

US citizenship or an existing work visa is required.

Gaia subscribers strongly preferred.

Responsibilities

Media Control, Trafficking & Compliance

• Create and manage Insertion Orders (IOs) in the AD system
• Monitor and verify payment terms tied to media authorizations
• Track media spend against budget using billing trackers and platform data
• Maintain accurate weekly/monthly budget reporting, including pacing, variances, and forecasting
• Reconcile delivery vs. contracted placements and ensure IOs align with invoices
• Uphold accuracy and excellence in the billing process in coordination with marketing finance and media agencies
• Own the end-to-end trafficking workflow between external media agencies and our in-house creative studio, ensuring assets, specs, timelines, and approvals are aligned
• Coordinate the exchange of creative materials, technical requirements, and campaign documentation to guarantee seamless activation
• QA creative assets prior to launch to ensure platform compliance and accurate execution

Campaign Activation & Optimization

• Prepare, QA, and validate creative assets to meet platform specifications and trafficking requirements
• Manage campaign launches, trafficking documentation, and IO distribution
• Monitor daily pacing and performance to ensure alignment with KPIs
• Identify trafficking discrepancies or delivery issues and secure proper makegoods/compensation (TRP, budget, audience levels)
• Build audiences and manage targeting parameters as required

Cross‑Functional Collaboration

• Support tactical media planning globally by liaising with media agencies and international partners, requesting and evaluating campaigns
• Partner with strategy, agency, creative, and planning teams to translate media plans into executable workflows
• Maintain organized documentation across billing trackers, creative systems, and briefing processes
• Contribute to weekly presentation materials and campaign reporting weekly

Qualifications

What You Bring

• Current or recent agency experience as a Media Coordinator or similar activation role
• Strong understanding of digital trafficking, pacing, and billing workflows
• Knowledge of online media fundamentals
• High attention to detail and strong financial accuracy
• Experience using Airtable (or similar), Google Analytics, Google Suite, and other workflow technology
• Ability to manage multiple campaigns and deadlines simultaneously
• Clear and confident communication skills

Benefits

Full‑time employees are offered alternative and traditional medical benefits including preventative coverage; as well as dental, vision, 401K, and life insurance.

On‑site gym, clean campus with hiking and running trails, community garden, and a mostly organic cafe serving breakfast and lunch daily.