Media Operations Coordinator

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.

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