Strategic Projects and Billing Coordinator

This is a Full Time Job

Viacom is seeking a Coordinator to assist in project management work with ASG’s Strategic Services Team as well as help maintain the day-to-day billing system and assist in the maintenance and reporting of the Audience Science Group’s P&L.

The Audience Science group serves as an internal media agency within Viacom. Its client portfolio is inclusive of Viacom Corporate Communications, Distribution & Business Development, BET, CMT, Comedy Central, Logo, MTV, Nick, VH1, and more.

Responsibilities:

Strategic Projects support
• Maintain team status documents and timelines and ensure key project action items and milestones are accomplished/met/delivered on time
• Manage brand communication to facilitate timely creative asset delivery
• Translate media and placement recommendations into creative trafficking document(s)
• Partner with internal teams to deliver and pro-actively troubleshoot creative assets
• Work directly with external vendors to organize and maintain creative specs
• Coordinate recurring and ad hoc meetings involving both internal and external stakeholders, including establishing of meeting agendas, capturing meeting notes and next steps, and ensuring all necessary follow-ups are made

Billing and Financial Planning
• Maintain team billing tracker and other related financial documents
• Track media expenditures for all digital and linear media ad campaigns to ensure timely receipt and clearance of vendor invoices, working with clients and vendors
• Create and maintain extremely close relationships with billing teams on both the brand and vendor sides. Must be able to clearly document and outline the processes for each brand and vendor to prevent any errors due to nuances with each.
• Learn and efficiently use the Viacom in-house billing and vendor systems, currently the SAP S/MART system
• Understand and mitigate business implications of over/under delivery of agreed upon KPI’s
• Work with vendors and internal clients directly on resolving discrepancies expediently
• Initiate meetings with planners/buyers to maintain acceptable aging of discrepancies and keep informed on budget changes / methods to improve process and communication
• Proactively problem-solve invoicing issues that stem from the large # of Viacom clients using the same platforms, working closely with internal Finance, Consumer Brands, and external Vendors as needed
• Work directly with internal partners for specific client billing deadlines and understanding of requirements.
• Respond to all emails and inquiries in a timely manner to avoid escalation
• Work with a VP of ASG to maintain and understand the group’s monthly P&L along with Viacom Finance. This will include ensuring the P&L on file is completely up to date and the forecasts are kept up to date with daily changes in the group’s spend
• Maintain a close working relationship with Viacom Financial Planning & Analysis to ensure all necessary info is passed along correctly and efficiently

Basic Qualifications

• Undergraduate degree from an accredited college or university
• At least 1-2 years’ experience working in an agency or entertainment environment within the billing field
• Prior experience with invoice processing systems and accounts payable work is required
• Interactive agency experience a plus
• Experience with campaign management systems (i.e. MediaOcean’s Prisma) a plus
• Knowledge of ad serving platforms such as Google Campaign Manager
• Knowledge of buying platforms including DSPs (Google DV360 and Trade Desk), social platforms such as Facebook Business Manager and Twitter Ads Manager), etc.
• Moderate to advanced with Excel (must know VLOOKUP and Pivot Tables)
• Detail oriented and accurate
• Ability to multi-task and meet deadlines
• Ability to lead meetings and presentations without any additional support
• Able to communicate in a clear, coherent and professional manner – verbal and written
• Strong problem solving skills
• Ability to proactively collaborate with cross functional team members to drive home timely results

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