What are the responsibilities and job description for the Billing and Administrative Coordinator position at Intermedia Advertising?
We are seeking a highly organized and professional Billing & Administrative Coordinator to join our dynamic team. This position requires someone with excellent attention to detail and communication skills, as the role involves interacting with top celebrities, political and sports figures, and their representatives, including agents and managers. The ideal candidate will be an integral part of the billing process, providing support for various administrative functions while maintaining confidentiality and accuracy.
Responsibilities:
Billing & Invoicing
- Administer and execute all talent billing invoices based on legal documents and an established quarterly billing calendar, in collaboration with in-house legal counsel.
- Interact with celebrities, agents, and managers regarding contract terms and invoices; follow up with clients on payments.
- Facilitate SAG audits for pension and benefits, and interact with SAG signatories on all related billings.
Administrative Support
- Provide backup for the billing team, assisting with invoice processing and document filing.
- Communicate tactfully and effectively, both verbally and in writing, with various stakeholders, including clients and team members.
- Maintain corporate database, ensuring data entry and document processing adhere strictly to established procedures.
- Safeguard the confidentiality of sensitive information, ensuring only authorized individuals have access.
- Proofread and verify the accuracy of work, ensuring all tasks are completed to the highest standard.
- Run computer reports and assist in preparing spreadsheets as directed by the supervisor.
Data Entry & Reporting
- Perform data entry (80% of the role) by entering invoices, setting up clients, and creating billing records within the Advantage system.
- Reconcile high volumes of invoices accurately and promptly.
- Assist with vendor onboarding for accounts payable (A/P) as required.
- Create and manage worksheets for billing in Excel, ensuring all entries are correct and up to date.
- Process traffic invoices and provide backup support for Michelle Burkow and Jose Maningding as needed.
Miscellaneous Tasks
- Setup clients and billing details in Advantage system.
- Create and close billing orders as required.
- Assist in various special projects as requested.
Qualifications:
- Highly organized with a professional demeanor when interacting with high-profile clients and their representatives.
- Proficient in using office equipment, filing systems, and modern office software, including Excel and Advantage.
- Strong communication skills, both verbal and written, with attention to detail in business correspondence.
- Excellent English language skills, including grammar, spelling, and punctuation.
- Ability to handle high volumes of data entry accurately and quickly.
- Comfortable working in a fast-paced environment, maintaining accuracy and attention to detail under pressure.
- Ability to manage multiple tasks and meet deadlines with minimal supervision.
- Prior experience in a billing or administrative support role is preferred.
Core Competencies:
- Invoice reconciliation and data-entry proficiency
- Vendor onboarding and accounts payable support
- Excel spreadsheet creation and management
- Client management and communication
- Confidentiality and discretion in handling sensitive information
- Time management and multitasking abilities
Working Conditions:
- This position requires an individual who can thrive in a high-energy environment with a constant flow of tasks. Must be able to work under tight deadlines and handle multiple tasks simultaneously.
Why Join Us:
- Collaborative and supportive work environment.
- Opportunities for professional growth and development.
- A chance to work with talented teams dedicated to client satisfaction and operational excellence.
Benefits:
- Amazon Pharmacy
- Aflac
- Dental insurance
- Disability insurance
- Health insurance (PPO & HMO options)
- Flexible Spending Account (FSA)
- Life insurance/AD&D (Group & Voluntary)
- Paid Time Off
- Sick Days
- Vision insurance
- Employee Assistance Program
- 401(k) Profit Sharing Plan
EOE - Diversity:
Equal Opportunity Employer. IMGC is committed to an inclusive, diverse and equitable workplace, and is further committed to providing equal employment opportunities regardless of any protected characteristic including: race, color, genetic information, creed, national origin, religion, sex, affectional or sexual orientation, gender identity or expression, lawful alien status, ancestry, age, marital status, protected veteran status or disability. Hiring decisions are based upon ADP’s operating needs, and applicant merit including, but not limited to, qualifications, experience, ability, availability, cooperation, and job performance.
If you are an organized, detail-oriented professional with a strong background in administrative and billing functions, we encourage you to apply and join our team!
About Intermedia Advertising:
For the past 50 years, InterMedia has been a leader and prime innovator in direct marketing. We’re at the top of the direct marketing industry because we have blended proprietary and traditional resources to produce direct marketing campaigns that reliably provide a healthy return on our clients’ advertising investments. InterMedia always provides exceptional media efficiency, results-oriented creative, cutting-edge analytics and research—combined with a thorough dedication to client service.
