Budget Project Coordinator

Title: Budget Project Coordinator

About Omnicom Media Group Canada

As a leading global media network, with data at the core, Omnicom Media Group creates end-to-end solutions for clients, anywhere, swiftly and efficiently. OMG considers client business needs from the start and keeps consumer behaviour at the heart of everything we do. We are comprised of the full-service media networks OMD, PHD, Hearts & Science, Touché, as well as Annalect (OMG’s data and analytics division) and a number of specialty media communications companies.

OMG offers unparalleled clout in the marketplace and a depth of capabilities and experience that drive leadership and innovation in every media type.

This allows us to consistently deliver client business outcomes by driving authentic connections at scale, powered, and inspired by the most sophisticated, diverse, and collaborative media professionals in Canada.

Overall Responsibilities

We are looking for a dynamic and passionate Budget Project Coordinator who will support the Client Services team by delivering accurate and timely administrative, project coordinator, and reporting support.

Specific Responsibilities:

Management & Communications

• Perform monthly all client financial milestones from authorization to vendor reconciliation.
• Responsible for budget management tracking across all disciplines.
• (Hive Finance Workflow) project management tool to enable efficient and timely month-end best practices.
• draft billing and ensure accuracy of billing address, attention, commission rate, taxes, and any specific codes as required by individual clients (User Fields).
• Coordinate and ensure that all draft billings are approved by assigned staff.
• Review and approve live billing packages prior to client distribution, following up on any billing discrepancies with internal staff.
• Responsible for estimate creations in MediaOcean and leading the campaign closing process in a timely manner.
• Lead and ensure input (including revisions) is done properly and in a timely manner.
• Lead and ensure reconciliation of vendor invoices in compliance with client contracts.
• Liaise with the strategy team and accounts payable to resolve supplier invoice discrepancies.
• Management of client accounts receivable and the follow-up with clients on overdue invoices.

Reporting & Compliance

• Maintain Budget Control Reports (BCR) in accordance with client reporting requirements.
• Update and review BCRs monthly for approval and subsequent distribution/presentation to client.
• Review of all media purchase authorizations (MPA) for accuracy of language, costs in net versus gross dollars, commission and fees, foreign exchange if applicable, and taxes (GST, HST, QST)
• Maintain all trackers: Purchase orders (PO), agency MPA.
• Ensure maintenance of Hive and compliance by all teams.
• Ensure proper client purchase authorization/approvals are received and retained.
• Maintaining (central) filing system for client files. (record retention)

Key Competencies

• Detail oriented
• Analytical
• Financial Accountability
• Organizational Skills
• Executional Excellence

What You Bring

• degree in administration, accounting, or other equivalent degrees
• years’ experience working in an administrative or project coordinator role
• Maintain a good working knowledge of the MediaOcean system (Spot / Print / Acc) and maintain skill levels for Writer and Scribe reporting.
• knowledge of Microsoft Excel and knowledge of the rest of the Microsoft suite
• working in a Communications or Marketing Advertising environment (asset)
• communication skills (written and oral)
• to manage conflicting priorities in a fast-paced, deadline-driven environment
• and the ability to maintain a high degree of accuracy
• organizational and multi-tasking skills
• stress management and priority management

What We Bring

OMG is a great place to work with friendly and dynamic team members who work hard but play hard too! Some perks when working at OMG are:

A dynamic environment where you can bring your ideas forward and watch as they flourish

Opportunities to grow both professionally and as an individual within a global organization

A strong, fantastic, collaborative team that work hard but never without some fun

Full complement of health benefits, including Flex Dollars

Time for you – generous vacation and time off policies along with a compliment of Health and Wellness Programs

Commitment to supporting the communities we operate in

Focus on Inclusion, Diversity, Equity and Action

Flex & Agile Workplace

Social events and much more!

Commitment To IDEA

OMG Canada is committed to having a workplace that respects diversity and inclusion as reflected in the various designated groups. This respect must be demonstrated by our team members, our leadership, our client services and within our employment practices and relationships with all stakeholders.

Thank you for your interest and application. Given the volume of applicants, we will only be contacting shortlisted candidates for this role.

If this position is of interest to you and you would like to learn more – please submit resume and cover letter to