The ClientBilling Coordinator supports the agency’s day-to-day client billing acrossagency fees and out-of-pocket costs, including media and production. This roleprepares invoices, submits approved billing, maintains supporting documentationand follows up on invoice status to help ensure accurate, timely billing andcollection.

The positionis designed for a detail-oriented finance professional who can manage recurringbilling deadlines, maintain organized records and work collaboratively withinternal teams and client accounts payable contacts. The Coordinator followsapproved billing schedules and established review processes, escalatingdiscrepancies and matters requiring approval to the Senior Manager, ClientFinance.

This role reports directly to Senior Manager, Client Finance, and works closely with Accounting, Media Finance and Account teams. This position is based in New York City and follows a hybrid work model, requiring three days in the office (Tuesday–Thursday).

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Billing Schedules and Purchase Order Controls

·      Maintain billing calendars and trackers coveringupcoming invoices, contractual deadlines, approval status and outstandingactions; track executed statements of work, approved amendments and applicablepurchase orders against planned billing

·      Monitor purchase order balances and expirationdates, flag missing, insufficient or mismatched purchase orders, and coordinatewith Account, Accounting and Media Finance teams to obtain required billinginputs and resolve routine questions before deadlines are missed

·      Maintain current billing checklists and organized client billing instructions, portal procedures, purchase orders, approvals and supporting records

Invoice Preparation and Submission

·      Prepare client invoices in our ERP for agency fees, media, production and other approved out-of-pocket costs in accordance with contractual billing schedules

·      Validate project codes, invoice descriptions, amounts, purchase order references, payment terms and required supporting documentation; route draft invoices for review and approval before submission

·      Submit approved invoices through client portalsor designated email channels, retain submission records and confirm acceptancewhere available

·      Resolve routine submission issues with clientaccounts payable contacts and internal teams; prepare approved invoicecorrections and credit documentation with a clear audit trail, includingproject closeout billing and credit processing under Finance supervision

Invoice Tracking and Accounts Receivable Support

·      Track submitted, accepted, rejected and outstanding invoices, including portal status and rejection reasons; follow upon invoice receipt, processing status and expected payment dates under theSenior Manager’s direction

·      Coordinate with Accounting to verify recorded receipts and open balances before client follow-up; document payment commitments, disputed items and follow-up activity

·      Escalate overdue balances, unresolved issues, billing discrepancies and missing documentation to Finance leadership promptly to support timely billing and collection

Reconciliation Reporting and Process Improvement

·      Reconcile billing trackers to ERP invoice records and approved schedules, identifying missing, duplicate or incorrectly coded billing

·      Prepare summaries of completed billing, scheduled but unbilled amounts and open billing issues; provide invoice copies, supporting schedules and explanations of billing differences for month-endclose and client reconciliations

·      Identify recurring billing problems andrecommend practical improvements to reduce errors, delays and manual rework

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·      1–3 years of experience in client billing, accounts receivable or a comparable finance support role; advertising agency or professional services experience preferred

·      Experience preparing invoices, managing purchase order requirements and following contractual billing schedules, with familiarity using Workamajig or a comparable project accounting system

·      Working proficiency in Excel, including lookups, filters, basic formulas and billing data reconciliation

·      Strong organizational skills and attention to detail, with the ability to manage multiple client accounts and recurring deadlines

·      Clear verbal and written communication skills and a collaborative, solution-oriented approach to resolving billing questions with internal teams and client contacts

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