Senior Associate, Media Operations

A proactive and detail-focused media operations professional with a solid grasp of client financial processes. You work independently on recurring tasks, quickly identify and escalate issues, and are comfortable guiding Associates. You have strong organizational skills, keep deliverables on track, and collaborate effectively with internal and external partners to maintain accuracy and compliance in financial workflows.

As a Senior Associate in Media Operations, reporting to a Supervisor or Associate Director, you will take ownership of assigned client financial processes, ensuring timely and accurate billing, reporting, and reconciliation. You will independently review MPAs, validate campaign and PO details, and ensure data integrity across systems such as Freewheel (SBMS) and Accountability. You will also serve as a go-to resource for Associates, helping troubleshoot issues, ensure process adherence, and escalate anomalies.

RESPONSIBILTIES 

Lead Monthly Client Billing for Assigned Areas

• Execute fee, working media, commission, and expense billing in accordance scopes of work, client calendars, and priority agency finance
• Checking invoices for accuracy (amount, critical required information, etc)
• Confirm PO compliance and escalate missing or incorrect data
• Review and approve standard financial reports for accuracy before submission

Client Financial Reporting

• Client WIP (Job Billing)
  • Ensures all job codes in Accountability are open for current client yea
  • Advises if job codes should be inactivated after fully reconciled
  • Advises all Teams on which job codes to utilize for which expenses
  • Ensures monthly client WIP is clear
• Client A/R
  • Follows-up with client in timely fashion
  • Provides commentary on aged A/R items
• Uncleared
  • Understands which uncleared items to escalate to investment team
  • Escalate items Vendor Matching/Clearing and Vendor A/P team cannot solve
• Client Accrual
  • Ensures client reporting schedule is adhered to
  • If scoped, creates monthly client accrual report
• Invoice Register (IR)
  • Ensures accuracy of IR before going to client
  • Ensures IR is inclusive of Fees, Working Media, Expenses/OOPs, etc
  • Reviews ad hoc requests from clients regarding past billings

Investment Operations / Buying Operations

• Campaign Structure
  • Ensures agreed upon campaign structure is being adhered to with MPAs, estimates, etc
  • Advises teams on when to utilize current vs. new MPAs, accommodating for estimate and PO needs
• Vendor Setup & Maintenance
  • Can verify if a new vendor is needed or if current vendor can be utilized in FW
  • Escalate if not fitting the mold of a traditional vendor set-up or odd situation
  • Triage vendor Ts & Cs, vendor payment terms, and provide status updates from the Ts&Cs tracker in key meetings

MPA Review & Compliance

• Daily maintenance of MPA Summaries outlining MPA budget, dates, ordered net and billings
  • Maintain updated detailed mapping files for MPAs, POs, and estimate
  • Independently review and validate MPAs for accuracy, formulas, and campaign structure in conjunction with the Investment team

Campaign & Financial Calendar Management

• Proactively track key milestones in client and agency billing calendars
• Coordinate with internal teams to meet deadlines for billing, reporting, and actualization
• Run weekly/bi-weekly investment meetings to review financial needs, whether billing, actualization, etc

Campaign Closure & Reconciliation

• Set up reconciliation files
• Track and manage reconciliation schedule by client based on campaign/MPA end dates and MSA reconciliation terms
• Review mapping files and closure packets, verifying data accuracy
• Assign and track follow-ups for unresolved vendor or client items

Collaboration & Issue Resolutio

• Liaise with Vendor Matching & Clearing and Vendor A/P teams to solve complex billing discrepancies
• Communicate with clients on day-to-day billing questions, as appropriate

System & Tool Administration

• Buying (SBMS/Freewheel):
  • Update client profiles, commission rates, and product details in SBM
  • Troubleshoot system issues and access. Escalate to technical support when needed
• Teamsites & Project Management Tools:
  • Manage team access to Sharepoint and Smartsheet workspaces
  • Understand and gatekeep access to internal and external Sharepoint sites
  • Manage access with Planning & Business Leadership team for client access to external Sharepoint sites
  • Assist with creation and maintenance of distribution lists by client
• Finance ERP (Accountability):
  • Create job code
  • Generate and post invoices
  • Generate reports needed for client finance across the reporting ecosyste

Team Connectivity

• This role may work with an associate that manages routine invoice pulls. If not pulling invoices directly, the senior associate is responsible that the invoice meets all required criteria
• Escalates issues and can identify anomalies in workflow that may present a risk to the agency or client

SKILL REQUIREMENT:

• 2–4 years of experience in media or financial operations.
• Proficiency in Excel (vlookup/xlookup, pivots, data validation).
• Familiarity with Freewheel (SBMS), Accountability, Smartsheet or similar systems.
• Ability to work independently while maintaining process compliance.
• Strong problem-solving skills with the ability to escalate effectively.
• Collaborative mindset and willingness to guide junior team members
• Professionalism – integrity, reliability, diplomacy and flexibility
• Displays a high level of personal dedication and motivation.

Salary range of $60k - $72k, commensurate with experience. Compensation is determined on the skills, qualifications and tenure of the applicant.