Media Planning Coordinator

As a Media Planning Coordinator, you will report directly to the Media Manager and be responsible for supporting the day-to-day planning, coordination, and execution of media campaigns across channels. You will work closely with our Sales, Client Success, Ad Operations and Finance teams to develop strategic media plans, manage vendor relationships, coordinate insertion orders, and ensure campaigns are launched accurately and on schedule.

This role is ideal for someone who is highly organized, detail-oriented, enjoys building relationships, and wants to grow your career in media planning and buying.

Responsibilities:

As a key member of the Media team, you will be responsible for the following:

Assist the Media Manager in developing strategic media plans based on client objectives, budgets, and target audiences

Work with Sales and Client Success teams to gather RFPs, campaign goals, and client requirements

Request proposals, rates, audience insights, and recommendations from media vendors

Build and maintain strong relationships with publisher and media representatives

Research new media opportunities, products, and industry trends to support planning efforts

Assist in developing media recommendations and presentations for client proposals

Campaign Planning & Execution: This includes the following:

Create, process, and manage insertion orders (IOs) for all media campaigns

Coordinate insertion order revisions, approvals, and distribution to vendors

Maintain media plans, flowcharts, budgets, and campaign documentation

Ensure campaign details, creative specifications, and timelines are communicated accurately to vendors and internal teams

Work closely with Ad Operations to coordinate campaign launches, pacing, optimizations, and campaign completion

Update media plans and insertion orders as campaign changes occur

Track campaign deliverables and ensure deadlines are met

Project Management & Internal Communication

Responsible for project management and communication across the Sales, Client Success, Ad Operations, Media, and Finance teams. This includes:

Coordinate daily with the Media Manager on campaign launches, pacing, updates, and optimizations

Participate in weekly account meetings and internal planning sessions

Provide regular updates to Sales and Client Success on campaign timelines, vendor responses, creative deadlines and outstanding requests

Coordinate with internal teams to ensure all campaign materials are received and approved before launch

Help manage co-op planning, submissions, budgets, and documentation when applicable

Responsible for assisting with reporting, billing, and campaign reconciliation. Includes:

Coordinate with vendors to obtain campaign reporting

Assist Ad Operations with gathering additional reporting data when needed

Help prepare monthly, quarterly, and campaign recap reports

Track campaign budgets and pacing throughout the duration of campaigns

Pull monthly spend reports for Finance

Review vendor invoices against approved insertion orders and campaign delivery

Coordinate with Finance, Ad Operations, and the Media Manager to ensure billing accuracy before invoices are processed

Update campaign documentation and maintain accurate records throughout the life of each campaign

Additional Media Planning responsibilities

Work closely with the Media Manager to prioritize projects and manage campaign workflows

Partner with Sales and Client Success teams to ensure media recommendations align with client objectives

Maintain strong working relationships with media vendors and publisher representatives

Assist with onboarding new media vendors and maintaining vendor contact information

Help improve internal processes, templates, and planning documentation

Stay informed on industry trends, new media opportunities and platform updates

Media Planning Coordinator

Job Description

As a Media Planning Coordinator, you will report directly to the Media Manager and be responsible for supporting the day-to-day planning, coordination, and execution of media campaigns across channels. You will work closely with our Sales, Client Success, Ad Operations and Finance teams to develop strategic media plans, manage vendor relationships, coordinate insertion orders, and ensure campaigns are launched accurately and on schedule.

This role is ideal for someone who is highly organized, detail-oriented, enjoys building relationships, and wants to grow your career in media planning and buying.

Responsibilities:

Support Media Planning & Vendor Management:

As a key member of the Media team, you will be responsible for the following:

Assist the Media Manager in developing strategic media plans based on client objectives, budgets, and target audiences

Work with Sales and Client Success teams to gather RFPs, campaign goals, and client requirements

Request proposals, rates, audience insights, and recommendations from media vendors

Build and maintain strong relationships with publisher and media representatives

Research new media opportunities, products, and industry trends to support planning efforts

Assist in developing media recommendations and presentations for client proposals

Campaign Planning & Execution: This includes the following:

Create, process, and manage insertion orders (IOs) for all media campaigns

Coordinate insertion order revisions, approvals, and distribution to vendors

Maintain media plans, flowcharts, budgets, and campaign documentation

Ensure campaign details, creative specifications, and timelines are communicated accurately to vendors and internal teams

Work closely with Ad Operations to coordinate campaign launches, pacing, optimizations, and campaign completion

Update media plans and insertion orders as campaign changes occur

Track campaign deliverables and ensure deadlines are met

Project Management & Internal Communication

Responsible for project management and communication across the Sales, Client Success, Ad Operations, Media, and Finance teams. This includes:

Coordinate daily with the Media Manager on campaign launches, pacing, updates, and optimizations

Participate in weekly account meetings and internal planning sessions

Provide regular updates to Sales and Client Success on campaign timelines, vendor responses, creative deadlines and outstanding requests

Coordinate with internal teams to ensure all campaign materials are received and approved before launch

Help manage co-op planning, submissions, budgets, and documentation when applicable

Reporting & Financial Coordination

Responsible for assisting with reporting, billing, and campaign reconciliation. Includes:

Coordinate with vendors to obtain campaign reporting

Assist Ad Operations with gathering additional reporting data when needed

Help prepare monthly, quarterly, and campaign recap reports

Track campaign budgets and pacing throughout the duration of campaigns

Pull monthly spend reports for Finance

Review vendor invoices against approved insertion orders and campaign delivery

Coordinate with Finance, Ad Operations, and the Media Manager to ensure billing accuracy before invoices are processed

Update campaign documentation and maintain accurate records throughout the life of each campaign

Additional Media Planning responsibilities

Work closely with the Media Manager to prioritize projects and manage campaign workflows

Partner with Sales and Client Success teams to ensure media recommendations align with client objectives

Maintain strong working relationships with media vendors and publisher representatives

Assist with onboarding new media vendors and maintaining vendor contact information

Help improve internal processes, templates, and planning documentation

Stay informed on industry trends, new media opportunities, and platform updates

Media Planning Administration

Create and maintain media planning spreadsheets and campaign trackers

Build media flowcharts and planning documents

Maintain media plans and update campaign information as needed

Organize campaign files and documentation

Coordinate creative asset deadlines with internal teams and vendors

Update insertion orders throughout the campaign lifecycle

Support the Media Manager with research, competitive analysis, and special projects as assigned

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