Media Billing Coordinator

Zehnder Communications New Orleans, LA


Do great work. Make a difference. Have fun. Earn a fair profit. That’s Zehnder’s mission, and we’re inviting you to join us. We are seeking candidates for a Media Department Billing Coordinator in our New Orleans or Baton Rouge office.  Think you’ve got what it takes? Read the details below and let us know why you’re the best person for the job.

About Zehnder:

Zehnder is one of the largest full-service advertising agencies in the Southeast providing a wide range of services, including strategic marketing, public relations, media placement, creative, social media, interactive design, and programming. With offices in New Orleans, Baton Rouge, and Nashville, we’ve served clients in major markets throughout the country for more than 25 years. Our agency is comprised of seven departments, and we integrate each team’s diverse skillsets to create amazing, multifaceted campaigns for our clients.  And we are proud to be selected as a New Orleans CItyBusiness Best Place to Work in 2020, our fourteenth such recognition!

Position Summary:

The Media Billing Coordinator will serve as the conduit between media and accounting from an invoice hand-off perspective, and act as a centralized billing contact for all media billing to ensure efficiencies.  Handle client-billing functions. This process will require you to develop, monitor, and track schedules for the on-time delivery of various media type invoices. 

Reports to:  Media Director and Media Supervisors

Duties & Responsibilities:

  • Master the billing process and use the tools the media team builds to complete the job of reconciling print, digital, out of the home, radio, broadcast, and digital media invoices
  • Contact media vendors for missing invoices each month and reconcile media vendor invoices within the deadline
  • Work with the Accounting Department to reconcile billing discrepancies and communicate monthly media billing reports such as prebill credit documents
  • Maintain accurate and updated monthly media billing binders for all clients
  • Maintain print tearsheet and other media proof-of-performance files (including outdoor billboard photos for all outdoor placements)
  • Create and maintain an accurate filing system for all media clients
  • Receive, organize, enter and match station/vendor affidavits and publication tearsheets work with contacts to gather affidavits/tear sheets not received in a timely fashion
  • Full knowledge of client estimate and reconciliation invoicing process
  • Clear communication with internal departments, including timely follow-ups where necessary
  • Provide client backup according to the necessary client requirements, up to and including undisclosed clients where whiting out rates may be necessary
  • Provide support to fellow media staff as necessary
  • Issue updated internal status reports to the billing supervisor
  • Alert media supervisor of any workflow issues in a timely manner
  • Input all approved & final invoices into Strata for payment
  • Properly utilize Workamajig® for timekeeping, project tracking, and deadlines

Performance Standards:

  • A self-starter who is curious and has a strong desire to make a positive impact on the agency and our clients’ business
  • Ability to maintain composure and professionalism during stressful situations while managing urgent deadlines, organizing and multi-tasking a variety of details in ever-changing situations and have a diplomatic and problem-solving attitude
  • Exceptional interpersonal and communication skills (written and verbal) combined with a healthy sense of humor
  • Demonstrates energy, enthusiasm, and a dedication to learning
  • Ready and willing to help with a variety of tasks
  • Ability to read and comprehend simple instructions, short correspondence, and memos 
  • Ability to write business correspondence
  • Must be able to spend long hours staring at computer screens, and corresponding via email and instant messaging (chat)
  • Be organized and meet deadlines
  • Be professional, patient, and positive
  • Be a team player and flexible
  • Be communicative and resourceful
  • Be courteous and kind


  • High school diploma or equivalent required.  Bachelors Degree in business, accounting or similar discipline preferred.
  • Minimum 6 months of billing experience, in any advertising or media setting preferred
  • Computer proficiency is required, Mac experience preferred
  • MS Office proficiency including Excel and Outlook
  • Ability to handle multiple tasks and client requirements
  • Requires basic accounting, strong and accurate data entry skills, and familiarity with general invoice procedures
  • Strong mathematical abilities required
  • Must demonstrate accuracy and thoroughness with excellent detail and organizational skills

Position Classification: Non-exempt 

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Zehnder Communications is an EEO employer - M/F/Vets/Disabled
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