Sr. Specialist Retail Media Billing & Operations

What's on your plate?

• Assume the responsibility of receiving sorting incoming bookings with attention to detail

• Ensuring partner & supplier information is accurate and complete & requesting any missing information

• Tracking and matching of booking orders to relevant media activations 

• Maintain, update and manage all documentation of media bookings 

• Monitor and resolve financial discrepancies between spend and investment of advertising activations

• Follow up on creation of invoices on a timely and recurring basis with finance teams

• Create and issue insertion orders matched to bookings 

• Share insertion orders with relevant team members to implement campaigns 

• Collecting invoices after creation from finance teams and sharing them with partners & suppliers for media investments

• Handle supplier billing invoicing concerns and follow ups 

• Check the validity of booking orders & invoices

• Manage communication with key members to relay relevant and beneficial inputs relating to invoicing and billing 

• Support the direct team with necessary inputs and resources relating to campaigns and ensuring that all discussion points are documented and actioned appropriately

• Function as the main point of contact for inquiries related to billing and invoicing 

• Review  invoices to ensure that they are accurate and complete before sending them to partners and suppliers 

• Preparing monthly reports for invoicing status, missing invoices and sent invoices

• Following up on collecting payments from suppliers 

• Financial forecasting & reconciliation skillset

• Ability to work with and project manage salesforce and CRM tools  

What did we order?

• 3–4 years experience minimum supervising and managing digital media payments. Previous media agency experience preferred.

• Proven track record and experience with billing and invoice management 

• Excellent communication skills, able to provide clear level of detail for requests 

• Able to work towards deadlines & manage time and workload efficiently 

• Experience working collaboratively with a large team. Experience across different markets is beneficial.

• Organization & eye for detail. Able to track progress and completion of activities while working towards deadlines & managing time and workload efficiently.

• Proactivity/taking the initiative: achieves ambitious but realistic goals

• Problem solving: Autonomously solves complex problems with minimal supervision, and proactively follows up after implementing a solution

• Foster deep trust and understanding with agency and partner teams where necessary

• Contribute to great teamwork in your immediate team

• Proficiency with Excel and Google Sheets for data organization, tracking, and reporting

• Experience with CRM or business systems (Salesforce, HubSpot, or similar); ability to learn new platforms quickly

• Excellent written and verbal communication; ability to communicate across both business and finance functions

• Ability to implement work with AI and implement workflows that make daily tasks more efficient 

Key Competencies:

• Reliability: Consistently follows processes, meets deadlines, and delivers accurate outputs

• Problem-Solving: Identifies discrepancies and issues; escalates appropriately with context and suggested solutions

• Strong organizational skills: Ability to manage multiple processes and deadlines simultaneously

• Detail-oriented: Ability to identify discrepancies and follow issues through to resolution and demonstrates exceptional care with data, catches and prevents errors

• Collaborative mindset with comfort working across departments and building working relationships

What Success Looks Like:

• Finance team receives complete, accurate, organized booking information with minimal requests for clarification

• Month-end closing runs smoothly with all invoices compiled, reconciled, and documented on schedule along with proof of execution 

• Improved collections rate month on month and streamlined ways of working with external stakeholders with minimal to zero issues