Billing Coordinator

GALE is a Business Agency that brings its insights to brand storytelling and activates it across every channel. With expertise in business strategy, media, CRM, brand communications, performance marketing and technology, GALE creates integrated marketing systems and communications that grow businesses. Founded in 2014, the agency has since been named Ad Age Data and Analytics Agency of the Year and Adweek’s Breakthrough Media Agency of the Year.

We work with Hard Rock, MilkPEP, H&R Block, Dropbox, Hertz and more. If you’re driven by a passion to build something great, a desire to innovate, and a commitment to achieve excellence in your craft, GALE is a great place for you!

GALE has nine offices around the world, including New York, Toronto, Los Angeles, Austin, Denver, Kansas City, London, Bengaluru and Singapore. GALE embraces a hybrid, flexible workplace with employees asked to attend the office three days per week. 

As a global agency, we are currently hiring across multiple locations within North America, please apply today to learn more. You can check our office locations here.

Impact

The Billing Coordinator represents a critical function in servicing fast paced client business at a business agency. You will be responsible for client billings, cash receipts, collections and other special projects as assigned. You will also work closely with other members of the Finance, Client Services and Operations teams to ensure accurate customer billings and timely collections.

Who You Are

• 1- 3 years’ experience in accounting required in a project-based agency or corporate environment, as part of an accounting team
• Digitally savvy in making effective use of the company's various financial and non-financial online applications including Excel mastery
• General knowledge of accounting practices and systems, specifically billing processes
• Hold a strong numerical sense
• Must be detail oriented, able to independently manage competing projects and deadlines, is proactive, understands when to escalate matters, and must possess outstanding follow-through skills while remaining accountable for work produced
• A team player, quick learner, and strong problem solver who is comfortable in a fast paced, client service environment
• Must have a customer service-oriented attitude with the ability to work closely with internal and external project teams
• Must have excellent written and verbal communication skills

What You'll Be Doing

• Accurately entering invoices into the accounting system (Maconomy/ MediaOcean) - 1) Monthly / milestone billings 2) Billable costs including travel & entertainment expenses and production costs
• Coding invoices to applicable accounts and projects
• Set up of new vendors for billing
• Process client billings based on scope of work terms
• Update various production and media billing trackers to include purchase orders, media authorizations and vendor actuals
• Correctly coding and applying HST/GST (VAT taxes) on applicable invoices. Investigating invoice discrepancies and preparing associated reconciliations
• Posting and reconciling client receipts
• Monitoring and tracking accounts receivable and balances
• Preparing and distributing weekly customer aging and billing reports to client account teams, GALE leadership, and CEO
• Performing various collection actions including collection follow-ups, escalating to Manager, liaising through GALE account/project leads, reconciling aging statements, and coordinating discussed resolution of issues
• Assisting in providing weekly cash updates, including projected receipts
• Building and maintaining relationships with Client Services functions within Finance (Budget Project Manager, A/P and Client Finance Analysts)
• Assisting with other full-cycle accounting functions as required of every member of a growing finance team in a start-up environment
• Assisting in SOX audits and client annual audits, as well on ad-hoc finance projects and assignments which are within the scope of the role

Note: Hybrid work in office is an essential function of the job.

Our Commitment to Inclusion

We believe in inclusivity and do our best work when people with diverse perspectives, backgrounds, and skills are brought together. Our Core Values are at the root of GALE’s collaborative environment and help to foster a strong community. Our Code of Conduct, Human Resources policies, and executive investment in inclusion further support and protect GALE’s inclusive workplace. GALE is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. 

Our Hiring Process

We want you to be just as discerning in making your next career move as we are finding great talent to join our team. Our interview process will allow you to meet a range of people from various disciplines and domains both virtually and in person. Please discuss with our recruiters if you require any accommodations throughout the process to help enable a smooth interview.