WHO WE ARE
Crossmedia is the global media independent. We’re committed to doing media and business the right way, guided by the principles of TRUST, REASON and the pursuit of HAPPINESS. Crossmedia US was founded in NY in 2000 and is one of the largest minority-owned full service media planning & buying agencies in the nation. Together with our network partners in UK and Germany, we are 500+ Crossmedians worldwide with big ambitions to continue to grow with soul. We focus on what media agencies should do: create innovative connections between brands and people regardless of channel or budget.
And, we do it in an honest way. We are and always have been a values-based organization. We earn our clients TRUST by ensuring media transparency in our business model and objectivity in decision-making. We apply REASON & logic to everything and have one of the leading analytics groups in the industry committed to uncovering data insights to drive solutions. The pursuit of HAPPINESS matters to us. Big time. We invest in each colleague‘s professional & personal wellbeing and growth. It’s why we have countless initiatives, clubs & cultural events dedicated to our people and why we‘ve been the top ranked media agency named to Ad Age’s Best Places to Work for the past five years in a row.
In the US, we have offices in New York and Philadelphia and team members across 25+ states. Our client roster includes US Bank, White Castle, NASCAR, Invesco, Planet Fitness, Newell Brands, American Cancer, Illva Saronno, Edible (Arrangements), Teramana, Lightbox, and more.
WHO YOU ARE
An organized Operations Supervisor with a solid background in media accounting and a proven track record in resolving escalated issues, both workflow & financial. You possess a keen eye for detail, ensuring adherence to process. As a collaborative team player, you liaise with internal teams, ensuring accuracy in financial practices & reporting, assist in team onboarding, and compliance with client guidelines. You have a passion for unraveling puzzles and enjoy devising innovative and more streamlined approaches to tasks.
YOUR ROLE
As a Supervisor in Media Operations, reporting to a Director of Media Operations, you will play a vital role in overseeing client financials and team operations for a designated client portfolio. Your responsibilities include managing client fee and working media billing, validating Media Purchase Authorizations (MPAs), conducting historical financial analysis as needed, ensuring adherence to best buying practices, and overseeing the setup and maintenance of SBMS client profiles, encompassing commissions, payment terms, products, direct pay, and more.
Additionally, you will provide oversight to Associates and/or Senior Associates and contribute to the efficiency and accuracy of financial operations within the agency while fostering effective communication with both internal and external stakeholders.
YOUR OBJECTIVES
Responsible for the day-to-day execution of client billing packages, preparing client-facing documents and financial reporting monthly, and ad hoc requests. The Supervisor should possess solid media financial acumen and the ability to manage key internal relationships in a collaborative manner, as well as a good understanding of the agency billing/collection process. Develops and maintains strong relationships through effective project management of media deliverables and proactive problem-solving in a process-driven environment.
- Manage monthly client billing cycle:
- Ensure on-time client billing of fees, commissions, working media, expenses, and ad hoc projects in accordance with MSAs and SOWs
- Ensure client purchase order (PO) values and workflow in accordance with agency process
- Perform or QA all custom monthly invoicing reports, including but not limited to: client accruals, invoice registers, ad hoc reporting needs
- Keep CIS roll-up profile updated with the latest invoice submission guidelines
- Ensure the right team members have access to invoice upload portals (such as ARIBA, Coupa, etc.)
- Manage up and escalate issues to Director
- Media Purchase Authorization (MPA):
- Review client MPAs with internal stakeholders for proper MPA usage and compliance
- Own Smartsheet workflow for MPA code distribution, keeping up to date automations and internal/external dashboards
- Keep pristine mapping files that may need to tie our buying system details to offline categories (such as MPA Code, PO, Event Number, Client Cost Center, etc.)
- Work with Director to advise on decisions related to billing strategies considering risk, client needs, pre-payment factors, etc.
- Maintain & Administer Monthly Client Financial Calendar
- Understand all components of the media financial cycle and be prepared to explain their impacts to all levels of team members
- Ensure the Client Financial Calendar includes all financial tasks related to the Buying Cycle, including actualization, billing compared to MPA, approval of draft invoices, and so forth
- Update Agency Billing calendar for the department to assist with managing cashflow
- Advance Billing and Campaign Rollover:
- Escalate advance billing and campaign rollover requests with details to Director
- Negotiate with stakeholders for best practices, including campaign rollover considerations
- Work with internal teams to educate them on best practices to avoid where possible
- Final Campaign Closure
- Follow standard operating procedures for estimate and reconciliation invoicing
- Understand all components related to being able to close a fee job or working media campaign
- Gather reporting from multiple systems to provide statements of account for reconciliation with media, fees, AP, et. al.
- Can manage simple reconciliations with little oversight
- Can engage associates in report pulling and be able to identify errors in formulas, dates of pulls, dollar values, missing items like commission, taxes, etc.
- Provides recommendations for process streamlining
- Provides recommendations on credit applications based on client needs
- Financial Reporting and Campaign Structure:
- Provide approved client financial and invoice reporting based on client tier
- Escalate requests that are out of scope
- Execute optimal campaign structures, in concert with Director
- Report aged uncleared and unbilled items to various teams internally.
- Understand and escalate issues related to client remittance, A/R, and internal washes/offsets
- Terms & Conditions:
- Understand basic agency Ts & Cs as they relate to sequential liability, jurisdiction, taxes, billing, and vendor payment terms
- For all other items, direct internal stakeholders to agency tools for support
- Management and Team Collaboration:
- Depending on team assignment may manage an Associate(s) or Senior Associate(s)
- Manage, train, and motivate the day-to-day Media Operations associates to ensure they collaborate and produce accurate work on time
- Identify opportunities for workflow improvement to align responsibilities across the team, ensuring a smooth practice
- Consistently liaise with Client Accounting sister-departments: Vendor Matching & Clearing & Vendor A/P to validate spend and solve issues related to vendor billing
- Seen as an escalation point and peer leader to all Media Operations & Client Accounting junior staff
REQUIREMENTS:
- 5+ years of experience in media and/or financial operations in a media buying or creative agency
- Familiarity of buying systems and/or buying system reporting, such as: Mediaocean (OX) or Freewheel (SBMS)
- Understanding of agency accounting platforms/ERPs
- Strong analytical skills with the ability to solve escalated financial issues
- Proficiently utilize Microsoft Excel to perform data entry, analysis, and manipulation tasks, demonstrating intermediate-level skills in functions such as VLOOKUP/XLOOKUP, pivot tables, and data validation
- Experience with productivity tools such as Smartsheet, preferred
- Aptitude to manage 1-2 team members and develop junior talent
Salary range of $75k - $90k, commensurate with experience. Compensation is determined on the skills, qualifications and tenure of the applicant.
CROSSMEDIA BENEFITS
Our principles of Trust, Reason, and the Pursuit of Happiness are brought to life through benefits that recognize and support the diversity and physical, emotional, and professional well-being of our people, including:
- Work from anywhere flexibility including hybrid/remote office options to empower you to work your way
- Open PTO policy and paid sabbaticals at significant milestone anniversaries
- Fully-funded healthcare options and agency-wide physical & mental health support
- 401(k) with company match, student loan relief program and financial counseling support
- Generous paid parental leave policy
- Life milestone recognition & support
- The Pursuit of Happiness Fund devoted to helping Crossmedians find their happy (be it travel, enrichment class, fitness membership or professional development)
- Cell phone/tech reimbursement
- Student Loan payment plan
- Tuition reimbursement
- And burgers – lots and lots of burgers
COMMITMENT TO DIVERSITY AND INCLUSION
Diversity is in our DNA. As a minority-owned company, our commitment to an inclusive environment has long been embedded into agency practices and at every level. Almost one third of senior leadership identifies as a person of color and over half of our executive leadership are women. We have active mentoring & internship programs that create opportunities for underrepresented groups. Internal agency programming is anchored by XMEquity365, a permanent, year-round initiative fostering acknowledgement and support of marginalized communities within five pillars – Excellence, Voices, Education, Giving & Representation.Crossmedia is committed to providing equal employment opportunities and creating a diverse and inclusive company culture and that does not discriminate against candidates and employees because of their disability, sex, race, gender identity, sexual orientation, religion, national origin, age, veteran status, or any other basis prohibited by applicable federal, state, or local law. All job requirements are subject to possible revision to reflect changes in the position requirements, business necessities and/or to reasonably accommodate individuals with disabilities.
Essential and other job functions are subject to modification. This job description in no way states or implies that these are the only duties to which will be required in this position. Employees will be required to follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with Federal and State Laws).Continued employment remains on an “at-will” basis.” Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions in compliance with the American with Disabilities Act of 1990. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:
- Prolonged periods of sitting at a desk and working on a computer. Must be able to remain in a stationary position 50% of the time.
- Ability to stand, bend, and reach
- Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
- The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
- The ability to observe details at close range (within a few feet of the observer).
In compliance with the current Americans with Disabilities Act and state and local laws, if you have a disability and would like to request an accommodation to apply for a position with Crossmedia, please email people.team@xmedia.com.
