Media Contracts & Billing Coordinator

Company Description

Agency at the intersection of business, politics, and policy.

Job Description

• 40 hrs/month total - expect hours to be higher towards end of month with billing deadlines
• 3-month contract, starting ASAP
• Hourly Rate: $45-55/hr
• Remote, but team is east coast so working east coast hours are a must

We're looking for a detail-oriented coordinator to own media billing, spend reconciliation, and vendor contracting for a fast-moving paid media team. This is not a client-facing strategy role — you'll be the person who keeps budgets, authorizations, invoices, and IOs airtight behind the scenes, working closely with Account Leads and Track Deputies to keep every campaign financially clean and audit-ready.

What you'll do:

Client Billing & Spend

• Review Lumina authorizations and run regular checks between Lumina and Vector to ensure planned/booked amounts never exceed authorized amounts
• Build channel plans in Lumina and keep them updated with partner-specific details
• Send Lumina plans for authorization once approved by the Track Deputy, and save authorization records (email, Google Drive, MDC) for the team
• Actualize and close out Lumina plans post-campaign
• Request new vendor additions and flag issues (e.g. missing PO, missing rate types) to the Account Lead

Reconciliations & Invoices

• Collect and QA monthly spend (internal fees and external partners) and submit reported spend to finance
• Review invoice discrepancies at least twice a week and submit necessary corrections to finance
• Partner with finance to fully close out campaigns within 30 days of the last month of media, including invoice corrections, Vector actualization, and Lumina actualization
• Maintain the client-facing budget tracker and log invoice numbers for the team
• Compile billing details and share summarized readouts for leadership

External Vendor & Insertion Orders

• Build and maintain an IO tracker for each campaign, working with the team to ensure all IOs are signed in a timely manner
• Support the team in sending and managing Insertion Orders with vendors
• Partner with Meta sourcing to route contract terms for legal review on custom content or events

Qualifications

Qualifications:

• 2-4+ years in media operations, billing/reconciliation, or ad ops, ideally on the agency or holding-company side
• Hands-on experience with media billing/authorization platforms (e.g. Lumina, Vector, or comparable tools) — willingness and ability to learn proprietary systems quickly
• Strong Excel/Google Sheets skills for budget tracking and reconciliation
• Highly organized with sharp attention to detail; comfortable owning recurring financial deadlines without heavy oversight
• Experience managing or tracking Insertion Orders and vendor contracting workflows
• Clear, proactive communicator who can flag issues early and coordinate across Account Leads, Track Deputies, finance, and legal
• Comfortable working independently in a remote, fast-paced team environment

Additional Information

We Are Rosie provides strategic consulting and talent solutions for the marketing industry. We partner with more than 200 of the world’s biggest brands and agencies to help them solve unique marketing challenges with the best people, swiftly and at scale. Founded by former advertising executive Stephanie Nadi Olson in 2018, We Are Rosie is on a mission to redefine how marketing works, with an inclusive, human-centric approach that’s better for business and better for marketers. Our company has been recognized as an industry trailblazer and earned many accolades, including being named to the 2023 Global Top 100 Inspiring Workplaces, the Inc. 5000 2022, and Adweek’s Fastest Growing Agencies in 2021.

We Are Rosie is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, age, national origin, ancestry, physical or mental disability, medical​​​ condition, pregnancy, genetic information, gender, sexual orientation, gender identity or ​expression, veteran status, marital status, or any other status protected under federal, state, or local law.

Department: Media Compensation: USD 45 - USD 55 - hourly