Media Operations Coordinator

The Zimmerman Agency; Tallahassee (FL); On-site; USD 40,000 - 55,000; Full time

Job summary

The Zimmerman Agency in Tallahassee, FL seeks an Administrative Coordinator to provide essential administrative, documentation, and financial-tracking support to the Media Department. You will manage onboarding, maintain project records, and assist with invoices and reconciliations.

This role emphasizes organization, attention to detail, and proactive follow-through to keep projects on schedule and docs properly archived, enabling planners and buyers to focus on campaign strategy.

Qualifications

• High school diploma or equivalent required.
• Strong organizational and time-management skills.
• Proficiency in Excel, Outlook, Teams, and MS Office.
• Ability to manage multiple priorities and deadlines.

Responsibilities

• Coordinate onboarding requirements for clients, vendors, and partners.
• Maintain project documentation, trackers, and files.
• Track estimates, invoices, and payment status.
• Support reconciliations with accounting.
• Coordinate administrative communication between Media, Accounting, and partners.
• Schedule meetings and maintain shared resources.

Skills

Organization

Time management

Attention to detail

Microsoft Excel

Microsoft Outlook

Communication skills

Independent work

Education

High school diploma

Associate's degree

Tools

Microsoft Office suite

Excel

Outlook

Teams

Job description

The Administrative Coordinator provides essential administrative, documentation, and financial-tracking support to the Media Department. This role is responsible for managing onboarding requirements, maintaining project documentation, tracking estimates and invoices, supporting reconciliation processes, and ensuring administrative tasks are completed accurately and on time.

Success in this role is driven by organization, attention to detail, persistence, and follow-through. The ideal candidate enjoys creating order, maintaining documentation, keeping projects on track, and proactively following up on outstanding items.

This position directly supports the Media team by assuming many of the administrative responsibilities that accompany client and vendor management, allowing planners and buyers to focus on planning, client consultation, and campaign strategy.

PRIMARY RESPONSIBILITIES

Administrative Coordination

• Manage and track client, vendor, and partner onboarding requirements
• Collect, organize, and maintain required forms, contracts, W-9s, tax documentation, and supporting materials
• Follow up with internal and external stakeholders regarding missing or incomplete documentation
• Maintain organized electronic files and departmental records
• Ensure documentation standards and filing procedures are consistently followed
• Prepare estimates and supporting paperwork
• Track estimate approvals, revisions, and required authorizations
• Maintain accurate records related to project budgets and approvals
• Ensure required documentation is completed and properly archived

Invoice Tracking & Reconciliation Support

• Review invoices for completeness and accuracy before submission
• Maintain invoice tracking logs and status reports
• Monitor invoice progress through approval and payment workflows
• Assist with reconciliations by gathering and organizing required supporting documentation
• Coordinate with Accounting and vendors to resolve administrative discrepancies

Workflow Administration

• Maintain department trackers, logs, calendars, and workflow documentation
• Monitor deadlines and proactively follow up on outstanding items
• Coordinate administrative communication between Media, Accounting, Account Service, vendors, and partners
• Help ensure required administrative processes are completed on schedule

Department Support

• Assist with scheduling and coordination of meetings as needed
• Help maintain media department resources, records, and shared documentation
• Support process consistency and workflow organization across the department
• Identify opportunities to improve administrative efficiency and reduce manual tracking

QUALIFICATIONS

Required

• High school diploma or equivalent
• Strong organizational and time management skills
• Exceptional attention to detail
• Proficiency in Microsoft Excel, Outlook, Teams, and Microsoft Office applications
• Ability to manage multiple priorities and deadlines simultaneously
• Strong written and verbal communication skills
• Ability to work independently and follow through on open tasks

Preferred

• Associate's degree, vocational certification, or relevant administrative experience
• Administrative, project coordination, bookkeeping, office management, accounting support, or agency experience
• Experience working with estimates, invoices, billing documentation, or reconciliations
• Experience maintaining spreadsheets, trackers, and organized documentation systems
• Experience interacting with vendors, clients, or external partners in a professional environment
• Experience using productivity or workflow management tools

WHO WILL BE SUCCESSFUL IN THIS ROLE

The ideal candidate genuinely enjoys organization, process management, and administrative coordination. They are comfortable following up on missing information, maintaining accurate records, and ensuring required documentation is completed properly.

They take pride in keeping projects organized, identifying incomplete tasks, and helping teams stay on schedule through consistent attention to detail and follow-through. They understand that administrative excellence is not a stepping stone—it's the foundation that keeps a department running smoothly.