The Media Operations, POE & Billing Coordinator is responsible for coordinating media campaign execution, managing Proof of Execution (POE) documentation, and ensuring accurate and timely billing and financial reconciliation. The role involves close coordination with media vendors, internal teams, finance, and account management to ensure campaigns are delivered as planned, supporting documents are collected, and invoices are processed within agreed timelines.

- 1. Media Operations.

● Track media plans, campaign schedules, deliverables, and placement details.

● Ensure campaign activities are executed as per approved media plans, insertion orders, and purchase orders.

● Maintain accurate records of campaign bookings, vendor details, campaign costs, and delivery status.

● Monitor campaign progress and follow up on pending deliverables or discrepancies.

● Support the media team in campaign reporting, documentation, and operational coordination.

2. Proof of Execution (POE) Management

● Collect and maintain POE documents from media vendors after campaign execution.

● Verify POE against approved media plans, insertion orders, campaign dates, and agreed deliverables.

● Ensure the availability of supporting evidence, such as screenshots, photographs, publication copies, airing logs, campaign reports, or other relevant documentation.

● Follow up with vendors for missing, incomplete, or incorrect POE documents.

● Organize and maintain POE records for audit, client reporting, and billing purposes.

● Ensure POE documentation is completed and submitted within defined timelines.

3. Billing and Invoice Coordination

● Coordinate with vendors and the finance team for timely submission and processing of invoices.

● Verify vendor invoices against approved purchase orders,



insertion orders, media plans, and POE documentation.

● Check invoice amounts, rates, taxes, campaign periods, and deliverables for accuracy.

● Track invoice submission, approval, payment status, and outstanding billing items.

● Coordinate corrections for invoice discrepancies, duplicate bills, rate differences, and missing supporting documents.

● Assist in preparing client billing documents and supporting schedules, wherever applicable.

● Ensure billing activities comply with internal financial policies and approval workflows.

4. Reconciliation and Reporting

● Reconcile planned media costs against actual execution and vendor invoices.

● Track budget utilization, campaign costs, pending invoices, and unbilled media activities.

● Prepare periodic reports on POE status, billing progress, outstanding items, and reconciliation.

● Identify and escalate cost variances, documentation gaps, and potential billing delays.

● Maintain trackers and databases for media operations, POE submissions, and billing status.

● Support month-end and year-end financial closure activities.

5. Stakeholder Coordination

● Act as a coordination point between media planning, buying, account management, vendors, and finance teams.

● Follow up proactively with stakeholders to close pending operational and billing requirements.

● Communicate discrepancies, delays,



and documentation requirements clearly.

● Maintain professional relationships with vendors and internal stakeholders.

● Ensure all records and communications are maintained accurately for reference and audit purposes.

● Bachelor's degree in Business Administration, Commerce, Finance, Media, or a related field.

● 5–6 years of experience in media operations, campaign coordination, vendor management, billing, or finance operations.

● Experience in advertising, media agencies, digital media, print, television, radio, or outdoor advertising will be an advantage.

- Annual Leave in number of 15 allotted to all employees beginning of every calendar year.
- Sick Leave in number of 12 is allotted effective DOJ and beginning of ever calendar year.
- Other Leaves-Maternity Leave & Paternity Leaves, Birthday Leave Entitlement
- Dedicated L&D; Budget for all Teams to upskill & get certified
- All employees are entitled for Group Personal Accident Cover & Life Cover Insurance.
- Insurance coverage for the entire family (Employee + up to 7 dependents - Self, Spouse, up to 4 children, and Parents)
- Monthly Cross Team Lunch
- Rewards and Recognition program-Employee of the month, Star Performer, Tenure Celebration & many more

Assembly is an advocate for equal prospect in the workplace. We are committed to ensuring equal opportunities regardless of race, colour, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability and gender identity. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you have a disability or special need that requires accommodation, please let us know.

Confidential

📌 Media Operations, POE & Billing Coordinator (Bengaluru)
🏢 Stagwell Global
📍 Bengaluru