Media Coordinator

Summary
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. This role is full time and on‑site at our office in Louisville, CO. (Not remote). Salary Range: $60,000 – $70,000 (commensurate with experience). At Gaia, soft skills are key to success. We seek candidates with 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. While technical skills matter, we highly value those who build positive relationships, contribute to a supportive culture, and approach challenges with a solution‑oriented mindset. If this sounds like you, you’ll thrive in our dynamic environment. Must be able to work on campus in Louisville, CO. US citizenship or an existing work visa is required. Gaia subscribers strongly preferred. Non‑smoker.

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

Implement campaigns across digital platforms (Google Ads, Meta, TikTok)

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 make‑goods/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

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