Media Coordinator

Job Description

Responsibilities
Job Purpose
The Media Coordinator will provide administrative support to the EVP, Media & the SVP, Media as well as support the broader Entertainment Networks Media Strategy & Planning team. As part of this role, the Coordinator will own the billing process for the entire division. Other duties are detailed below to include, but not limited to:

Administrative Duties:
• Provide administrative support to the EVP and SVP, Media
• Coordinate EVP's meeting schedule with internal and external colleagues
• Heavy phone/email/mail interaction with internal personnel, as well as outside contacts
• Handle travel arrangements and submit/reconcile expense reports
• Phone management for EVP. Answer/screen, conference and transfer calls as needed
• Flag competitive & NBCU ads across print and digital properties
• Various administrative work to include: drive-ons, badges, prepping documents for meetings, etc.
• Assist with additional projects as needed

Team Support:
• Coordinate and schedule group meetings and ensure space is secured, AV is handled, etc.
• Meeting Prep:
• Ensure team is reminded about status meeting and inputs all updates before meeting. Ensure materials are distributed for internal and agency status meetings.
• Ensure media decks and flowcharts are printed for large plan presentation meetings
• Manage P-Card expenses for the team
• On-Boarding support
• Fill out onboarding form before each team member arrives
• Coordinate with IT/Facilities to ensure all technology is acquired/office space is ready
• Archive magazines per season

Document Organization:
• Save down documents from all internal departments and agency partners including
• Flowcharts- Re-format each tab on the document ensuring a clean print each week
• Daily MPA's- Save down MPA's and Fill out and sign documents once approved for signature
• Save down documents and communication from Vendors

Billing:
• Update Master Invoice Tracker weekly across all titles/seasons, inputting data from Strata
• Manage billing and process for payment across agency, in-house, and direct ad-hoc invoices
• Be the liaison between internal and agency finance departments.
• Manage Vendor Set up in SNAP system
• Communicate with each vendor to receive their W9 and ACH forms, complete set up process
• Partner with agency billing manager/audience team contact
• Troubleshoot all billing issues (identify all invoices with discrepancies)
• Quarter Close
• Reach out to all trade partners at Q close to ensure we're current on all invoices, and all outstanding bills have been sent to us
• Distribute invoices to other internal teams as needed (Jetpack, PR invoices)

Qualifications/Requirements
- Bachelor's degree required

Desired Characteristics
- Prior admin experience
- Prior experience working in a fast-paced environment
- Interest in Marketing/Media

Jobcode: Reference SBJ-rv4m5j-13-59-218-147-42 in your application.