Senior Associate, Media Operations

<div class="content-intro">WHO WE ARECrossmedia 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. 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 finding solutions to our clients' greatest business challenges. The pursuit of HAPPINESS matters to us. Big time. We invest in each colleagues’ professional & personal wellbeing and growth. It’s why we have countless initiatives, clubs & cultural events dedicated to our people and why we have been the top ranked media agency named to Ad Age’s Best Places to Work for the past six years in a row.  Our client roster includes US Bank, PWC, Invesco, Newell Brands, NASCAR, Planet Fitness, Teremana, American Cancer Society, Ricola, Supercuts, Edible Arrangements, Illva Saronno, Zalando, Airbus and more.   </div><h3>WHO YOU ARE</h3>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<ul><li>Execute fee, working media, commission, and expense billing in accordance scopes of work, client calendars, and priority agency finance</li><li>Checking invoices for accuracy (amount, critical required information, etc)</li><li>Confirm PO compliance and escalate missing or incorrect data</li><li>Review and approve standard financial reports for accuracy before submission</li></ul>Client Financial Reporting<ul><li>Client WIP (Job Billing)<ul><li>Ensures all job codes in Accountability are open for current client yea</li><li>Advises if job codes should be inactivated after fully reconciled</li><li>Advises all Teams on which job codes to utilize for which expenses</li><li>Ensures monthly client WIP is clear</li></ul></li><li>Client A/R<ul><li>Follows-up with client in timely fashion</li><li>Provides commentary on aged A/R items</li></ul></li><li>Uncleared<ul><li>Understands which uncleared items to escalate to investment team</li><li>Escalate items Vendor Matching/Clearing and Vendor A/P team cannot solve</li></ul></li><li>Client Accrual<ul><li>Ensures client reporting schedule is adhered to</li><li>If scoped, creates monthly client accrual report</li></ul></li><li>Invoice Register (IR)<ul><li>Ensures accuracy of IR before going to client</li><li>Ensures IR is inclusive of Fees, Working Media, Expenses/OOPs, etc</li><li>Reviews ad hoc requests from clients regarding past billings</li></ul></li></ul>Investment Operations / Buying Operations<ul><li>Campaign Structure<ul><li>Ensures agreed upon campaign structure is being adhered to with MPAs, estimates, etc</li><li>Advises teams on when to utilize current vs. new MPAs, accommodating for estimate and PO needs</li></ul></li><li>Vendor Setup & Maintenance<ul><li>Can verify if a new vendor is needed or if current vendor can be utilized in FW</li><li>Escalate if not fitting the mold of a traditional vendor set-up or odd situation</li><li>Triage vendor Ts & Cs, vendor payment terms, and provide status updates from the Ts&Cs tracker in key meetings</li></ul></li></ul>MPA Review & Compliance<ul><li>Daily maintenance of MPA Summaries outlining MPA budget, dates, ordered net and billings<ul><li>Maintain updated detailed mapping files for MPAs, POs, and estimate</li><li>Independently review and validate MPAs for accuracy, formulas, and campaign structure in conjunction with the Investment team</li></ul></li></ul>Campaign & Financial Calendar Management<ul><li>Proactively track key milestones in client and agency billing calendars</li><li>Coordinate with internal teams to meet deadlines for billing, reporting, and actualization</li><li>Run weekly/bi-weekly investment meetings to review financial needs, whether billing, actualization, etc</li></ul>Campaign Closure & Reconciliation<ul><li>Set up reconciliation files</li><li>Track and manage reconciliation schedule by client based on campaign/MPA end dates and MSA reconciliation terms</li><li>Review mapping files and closure packets, verifying data accuracy</li><li>Assign and track follow-ups for unresolved vendor or client items</li></ul>Collaboration & Issue Resolutio<ul><li>Liaise with Vendor Matching & Clearing and Vendor A/P teams to solve complex billing discrepancies</li><li>Communicate with clients on day-to-day billing questions, as appropriate</li></ul>System & Tool Administration<ul><li>Buying (SBMS/Freewheel):<ul><li>Update client profiles, commission rates, and product details in SBM</li><li>Troubleshoot system issues and access. Escalate to technical support when needed</li></ul></li><li>Teamsites & Project Management Tools:<ul><li>Manage team access to Sharepoint and Smartsheet workspaces</li><li>Understand and gatekeep access to internal and external Sharepoint sites</li><li>Manage access with Planning & Business Leadership team for client access to external Sharepoint sites</li><li>Assist with creation and maintenance of distribution lists by client</li></ul></li><li>Finance ERP (Accountability):<ul><li>Create job code</li><li>Generate and post invoices</li><li>Generate reports needed for client finance across the reporting ecosyste</li></ul></li></ul>Team Connectivity<ul><li>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</li><li>Escalates issues and can identify anomalies in workflow that may present a risk to the agency or client</li></ul>SKILL REQUIREMENT:<ul><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">2–4 years of experience in media or financial operations.</li><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Proficiency in Excel (vlookup/xlookup, pivots, data validation).</li><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Familiarity with Freewheel (SBMS), Accountability, Smartsheet or similar systems.</li><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Ability to work independently while maintaining process compliance.</li><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Strong problem-solving skills with the ability to escalate effectively.</li><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Collaborative mindset and willingness to guide junior team members</li><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Professionalism – integrity, reliability, diplomacy and flexibility</li><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Displays a high level of personal dedication and motivation.</li></ul>Salary range of $60k - $72k, commensurate with experience. Compensation is determined on the skills, qualifications and tenure of the applicant.  <div class="content-conclusion">CROSSMEDIA BENEFITSOur 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:<ul><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Flexibility to work in hybrid manner with in-office and work from home options (depending on role). </li><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Open/Flexible PTO with US & UK specific policies </li><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Sponsored healthcare options and agency-wide physical & mental health support </li><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">401k with company match (USA), and generous Pension (UK) </li><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Paid sabbatical at significant milestone anniversaries</li><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Generous paid parental leave policy</li><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Life milestone recognition & support</li><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">The Pursuit of Happiness Fund devoted to helping Crossmedians find their happy (be it travel, enrichment class, fitness membership or professional development)</li><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Cell phone/tech reimbursement</li><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Student Loan payment plan (US)</li><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Tuition reimbursement</li><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">Learning & Development and training programs</li><li style="font-family: helvetica, arial, sans-serif; font-size: 12pt;">And burgers – lots and lots of burgers</li></ul> COMMITMENT TO DIVERSITY AND INCLUSIONDiversity 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 laws in the US and UK ).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 (US based) 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: <ul><li style="font-size: 10pt; font-family: helvetica, arial, sans-serif;">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.</li><li style="font-size: 10pt; font-family: helvetica, arial, sans-serif;">Ability to stand, bend, and reach</li><li style="font-size: 10pt; font-family: helvetica, arial, sans-serif;">Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.</li><li style="font-size: 10pt; font-family: helvetica, arial, sans-serif;">The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.</li><li style="font-size: 10pt; font-family: helvetica, arial, sans-serif;">The ability to observe details at close range (within a few feet of the observer).</li></ul>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 <a href="mailto:people.team@xmedia.com">people.team@xmedia.com</a>.  (US based candidates). </div>

Senior Associate, Media Operations

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