Finance and Billing Coordinator

About Us 

IPG Mediabrands is the media and marketing solutions division of Interpublic Group (NYSE: IPG). Mediabrands manages approximately $40 billion in marketing investment globally on behalf of its clients and provides strategic services and solutions across its award-winning, full-service agency networks UM, Initiative and Mediahub and through its innovative marketing specialist companies Kinesso, Magna, Orion, Rapport and Mediabrands Content Studio. Mediabrands clients include many of the world’s most recognisable and iconic brands from a broad portfolio of industry sectors. The company employs more than 13,000 marketing experts in more than 130 countries, representing the full diversity of humanity. For more information, please visit our website: www.ipgmediabrands.com.

Finance & Billing Coordinator (NatWest Group)

Reports to: Media Account lead and agency finance director

Role purpose

The Finance & Billing Coordinator is responsible for coordinating the financial and billing operations across the integrated NatWest Group account at Omnicom (Team UTD) spanning media, creative and production and all auxiliary agencies such as CRM, PR etc.

This role ensures robust management of purchase orders, scopes of work, inter-company charging, client invoicing and financial reporting. It plays a critical role in maintaining financial accuracy, supporting smooth operational delivery, and ensuring that all billing and charging processes are managed efficiently and on time.

The role works closely with client operations, project management, production, commercial and finance teams across multiple agency entities, acting as a central point of coordination for account-level financial administration and billing queries.

Summary of Key Responsibilities:

• Manage all the POs allocated by team, by project and by brief
• Assign relevant POs to relevant teams / agencies
• Manage multiple scopes of work across the entire team, including flex team
• Ensure timely payments (inter-company invoices invoices)
• Mange the reporting element (PO tracking, cost by project etc)
• Oversee the internal cross-charging between OMC entities 
• Arrange and track invoicing to NWG for OOS projects (or additional resourced mobilised)
• Work closely with OP team to ensure invoicing to NWG and cross-charging between OMC entities for production budgets runs smoothly
• Resolve invoicing queries/issues

Key responsibilities

Purchase order management

• Manage all purchase orders allocated across the account, tracking by workstream, team structure, project and brief.
• Assign relevant purchase orders to the appropriate projects. Manages the non-media receipting document, to ensure that we meet monthly deadlines for NatWest and are on time and accurate.
• Maintain oversight of multiple scopes of work across the full account, including out of scope team activity, ensuring alignment between approved scope, resource deployment and financial tracking.
• Monitor utilisation of POs and scopes to support accurate forecasting, budget control and timely invoicing.

Billing and invoicing coordination

• Coordinate invoicing activity for all core scope and out-of-scope projects, as well as any additional resource or 3rd party costs mobilised for the client.
• Work closely with the finance billing team to arrange regular invoicing cycles.
• Track invoicing to the client, ensuring all billing is accurate, approved and submitted in a timely manner.
• Facilitate and closely track the inter-company billing between Omnicom entities to ensure client payments are routed to the correct entity. 
• Work closely with operational and finance teams to ensure production budget invoicing and related billing processes run smoothly.
• Resolve invoicing queries and issues promptly, working across internal teams and stakeholders to identify and fix discrepancies.

Financial reporting and tracking

• Own and maintain reporting across key financial workflows, including PO tracking, costs by project, invoicing status and scope usage.
• Support the Program & Operations lead with ongoing operational reporting requirements and feed the relevant data into recurring and ad-hoc reports.
• Produce clear, accurate and timely reporting to support account leadership, operations and finance stakeholders.
• Help identify risks, gaps or inconsistencies in financial tracking and escalate where appropriate.
• Support the overall financial governance of the account through consistent process management and documentation.

Cross-charging and internal financial coordination

• Oversee internal cross-charging processes between agency entities, ensuring costs are allocated accurately and in line with agreed ways of working.
• Partner with finance and operations teams to ensure inter-company charging is processed correctly and efficiently.
• Support reconciliation of cross-charges, production budgets and flex resource costs across the integrated account structure.

 

Key Skills & Attributes

• Experience with managing the finance, PO and billing process on complex and large-scale, high-volume client setups.
• Strong attention to detail and accuracy, particularly with financial and tracking data.
• Comfortable working across multiple systems (e.g. trackers, Prisma, MX Maintenance, MX Explorer).
• Clear and professional written communication, especially for audit-compliant approval requests.
• Ability to manage multiple tasks and deadlines across concurrent campaigns.
• Proactive, organised, and confident liaising with cross-functional teams.