Finance And Operations Specialist

Position Overview:

A dedicated and proactive Finance and Operations Specialist to join our media team. The ideal candidate will act as a liaison between media heads, clients, and the central finance and operations team. They will be responsible for streamlining financial processes, ensuring timely invoicing, managing cash flow, and enhancing overall operational efficiency within the media department.

Key Responsibilities:

1. Invoicing and Accounts Receivable Management:

• Timely Invoicing: Ensure prompt and accurate raising of invoices for all media campaigns, aligning with client agreements and company policies.
• Accounts Receivable Monitoring: Track outstanding invoices, follow up with clients for payments, and manage aging reports to reduce overdue receivables.
• Invoice Reconciliation: Collaborate with the media team to verify campaign details and expenditures before invoicing.

2. Cash Flow Management:

• Cash Flow Statements: Prepare and manage the cash flow statements for the media team, providing insights into financial health and liquidity.
• Forecasting: Project future cash flows based on media spends, client payment schedules, and anticipated revenues.
• Risk Mitigation: Identify potential cash flow gaps and implement strategies to mitigate financial risks.

3. Purchase Order (PO) Acquisition and Compliance:

• PO Management: Acquire necessary Purchase Orders from clients prior to campaign initiation, ensuring all financial commitments are documented.
• Policy Adherence: Ensure all processes comply with company policies and regulatory requirements.
• Documentation: Maintain organized records of POs, contracts, and related financial documents.

4. Financial Reporting and Analysis:

• Media Spend Reporting: Prepare detailed reports on media spends by team and department on a monthly, quarterly, and annual basis.
• Variance Analysis: Analyze actual spends versus budgeted amounts, providing explanations for variances.
• KPI Tracking: Develop and monitor key financial and operational metrics to assess performance.

5. Client Relationship Management:

• Financial Liaison: Serve as the primary point of contact for clients regarding financial matters, including invoicing queries and payment schedules.
• Client Education: Educate clients on invoicing procedures, payment policies, and the importance of timely payments.

6. Cross-Functional Collaboration:

• Interdepartmental Coordination: Work closely with the central finance and operations team to align on financial processes and reporting.
• Media Team Support: Collaborate with media heads to understand campaign plans, budgets, and financial requirements.
• Process Improvement: Identify bottlenecks in financial workflows and propose enhancements.

7. Systems and Process Enhancement:

• Automation: Implement financial software tools or systems to automate invoicing, reporting, and tracking.
• Standard Operating Procedures: Develop and enforce SOPs for financial processes within the media team.
• Training: Provide training to team members on new systems and processes.

8. Compliance and Audit:

• Regulatory Compliance: Ensure all financial activities comply with legal standards and internal policies.
• Audit Preparation: Assist in internal and external audits by providing necessary documentation and explanations.
• Continuous Monitoring: Regularly review financial practices to ensure ongoing compliance.

9. Budgeting and Forecasting:

• Annual Budget Preparation: Assist in preparing the annual budget for the media team, incorporating input from media heads.
• Financial Forecasts: Update forecasts based on changing conditions, providing actionable insights to management.
• Cost Optimization: Identify areas for cost savings without compromising on service quality.

10. Exception Handling and Issue Resolution:

• Problem-Solving: Address and resolve financial discrepancies, client disputes, or operational challenges promptly.

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• Policy Enforcement: Enforce financial policies, including decisions on pausing campaigns due to overdue payments.
• Escalation Management: Escalate significant issues to senior management with recommendations for solutions.

Qualifications:

Education:

• Bachelors degree in Finance, Accounting, Business Administration, or a related field.
• Advanced degree or professional certifications are a plus.

Experience:

• Minimum of 2-3 years of experience in finance or operations roles, preferably within the media, advertising, or digital marketing industries.
• Proven track record of managing invoicing, cash flow, and financial reporting.
• Technical Skills:
• Proficiency in financial management software and ERP systems
• Advanced skills in Microsoft Excel and familiarity with data analysis tools.
• Understanding of media buying processes and platforms (e.g., Meta, Google Ads) is advantageous.

Soft Skills:

• Excellent communication and interpersonal skills.
• Strong analytical and problem-solving abilities.
• High attention to detail and organizational skills.
• Ability to work under pressure and meet tight deadlines.
• Proactive mindset with the ability to anticipate issues and act accordingly.