Billings Coordinator

Company Description

Are you ready to take your finance career to the next level in the dynamic and fast-paced world of advertising? If you're proactive, detail-oriented, and can see the bigger picture, we have an exciting opportunity offering plenty of growth potential – and we want to hear from you!

We are looking for a Billings Co-ordinator to contribute to a smooth running finance department and ensure that client billings are processed, analysed and interpreted in a timely, efficient way with a positive attitude. The right candidate will understand the importance of deadlines and building relationships that aid the wider agencies to adhere to these deadlines and our company guidelines. The Billings Co-ordinator ensures that the Brands reputation with suppliers, clients, and other group companies is maintained to a high standard. They are a key tie from finance functions of the agency and Groupe into the agencies. Their ability to participate in agency culture and output whilst maintaining the control, integrity and confidentiality of the function is a key aspect of their role.

About Publicis Groupe

Publicis Groupe is a world leader in marketing, communication and digital business transformation. As a platform at the intersection of marketing and digital business transformation, driven through the alchemy of creativity and technology, Publicis Groupe is built on the Power of One. Publicis Groupe offers its clients seamless access to the expertise of its 80,000+ talents across 100+ countries globally.

This role will sit within our Publicis Communications finance team who support Saatchi & Saatchi, Digitas and MSL.

What will you be doing?

• Manage Job Cost Reporting end to end process; Conduct thorough and timely review and reconciliation of all costs and billings within Job Cost reports, review Account Service billing instructions and facilitate the invoicing produced by the internal billings team.
• Hold meetings with Account Service and/or Production teams to gain additional information on the progression of jobs.
• Analyse the monthly revenue of each client against forecast, ensuring the billings and revenue is recognised correctly and input monthly actuals into forecast.
• Review and process the client monthly retainer billings and intercompany billings.
• Create a harmonious and courteous working relationship with the internal Billings team and ensure their set billing timelines are met.
• Review the aged trial balance, following up with Account Service on overdue client invoices.
• Mange the set up of new client accounts, products and internal jobs.
• Assist with timesheet and Job Cost Report training for new employees.
• Understand the Accounts Payable process and support Accounts Payable as and when required.
• Track and follow up employee timesheets and leave requests.
• Assist with Internal & External Audits.
• Run, analyse and add commentary on month end reports, including internal audit reporting .
• Constantly looking at ways that we can improve the efficiency and processes in finance.

There is opportunity in this role to progress further in time, by taking on more ownership of the month-end revenue recognition process, revenue forecast analysis and variations, WIP review and business commentaries, as well as Groupe reporting.

About you

Excellent communication skills.  Must be able to confidently and accurately communicate information to and from agency team members, clients and suppliers.  Must be a good listener and be capable of interpreting what is being asked of them.  Must be able to work with people in all departments and at all levels.  Should be in the process of developing his/her accountancy and administration skills.

Outstanding organisational abilities.  Must be able to juggle multiple tasks simultaneously.  Must be able to prioritise workload and meet deadlines – both for his/her own specific tasks, and generally for the Finance Department’s output.

Cares about the last detail.  Ensures that all information is accurately recorded and deadlines met.

Is a quick learner.  Is able to quickly assimilate information and learn from past experiences.  Must be inquisitive and have a genuine interest in advertising and the impact of the Billing Co-ordinator’s role on various areas of the agency. 

Proactive and able to work independently.  Is responsive.  Takes ownership of tasks as relevant (but also knows when to delegate responsibility upward).  Has a sense of urgency but calmly goes about completing tasks.  Once the Billing Co-ordinator has learned a process, he/she should not need constant supervision in order to get the job done.

Work and plays well with others.  Knows how to get work through the agency whilst maintaining positive relationships with other departments/members of staff.  Encourages and assists other members of the Finance Department when required and develops strong working relationships.  

Additional Information

Be a part of the Publicis Groupe network, one of the world’s most progressive and dynamic modern communications businesses, enjoying all the perks that come with our network offering:  

• A comprehensive Wholeself program supporting Physical, Mindful and Financial wellbeing  
• A creative, fun and rewarding office environment backed up by our Publicis Liberté flexibility approach “working your way, with us!”  
• Access to our Global AI Platform, Marcel, connecting Publicis Groupe employees with opportunities for career mobility and collaboration across our global network  
• Extensive Learning & Development opportunities, including more than 15,000 learning programs via our online learning platform Marcel Classes 
• A culture of open feedback and support to reach your goals through our Career Conversations program   
• A committed Diversity, Equality and Inclusion strategy driven through our Viva! Women, Égalité, enABLE and Embrace (reconciliation action plan) programs   
• Work Your World program enabling employees the flexibility to work from anywhere in the world for up to 6 weeks per year  
• A workplace that stands together to provide a more open, supportive, and recovery-forward culture for all employees with life-threatening illnesses. Read more about our Working With Cancer Pledge - Homepage - Working with Cancer Pledge
• Inclusive leave policies such as Fertility Treatment, Menopause, Flexible Public Holidays, Gender Affirmation and Parental leave with up to 18 weeks paid primary carer leave and generous secondary carer benefits  
• Access to counsellors, psychologists, and professionals through Sonder - an all-in-on digital wellbeing technology platform designed to support psychological, medical & safety needs 

If you don’t tick every box in this ad, please don’t rule yourself out. Research suggests that women and other people in underrepresented groups tend to only apply if they meet every requirement. We focus on hiring people who share our values of inclusion, collaboration, adaptability, fearlessness, and integrity, rather than ticking boxes – so if this role resonates with you, please apply. 

Diversity. Inclusion. Equity. More than just words, these are part of our DNA. At Publicis Groupe we are committed to the inclusion and recognition of all people; regardless of race, age, culture, ability, ethnicity, gender identity or expression, sexual orientation, marital status and religious affiliation. We believe that to deliver the best solutions to our clients, our people need to reflect the diverse communities in which our clients operate in. We value diversity and the skills, knowledge and experience that difference brings to our culture and solutions. Uniqueness is powerful; without it we wouldn’t be where we are today. So be you – we like it that way.  

We are committed to providing reasonable adjustments for people with disability or those that require additional support throughout the application process.  If you need any assistance or adjustments, please contact us via [email protected] - your personal information will be kept confidential.