Business Administrative Coordinator

Date Posted: January 12, 2023

Location: Toronto

Purpose of Job:

To process incoming production work orders and contracts daily into the billing system.  Respond to all billing inquiries, prepare pre-billing invoices, prepare billing schedules, send out electronic invoices to customer, and provide backup for invoice runs. Liaise with finance and media department to setup campaign estimates, input media buys, and reconcile media vendor invoices on a monthly basis.

Key Accountabilities:

  • Assign new docket upon request from Account group
  • Record new projects and numbers in BCR and communicate any budget reallocations required
  • Review accuracy of estimates from account group before they are sent to client
  • Send estimates to client and project managers and track in BCR
  • Send client approved estimates to applicable internal staff including Finance
  • Archive signed estimates to applicable folders on shared drive
  • Record estimate status in BCR
  • Arrange monthly meetings with Account Group and Client to review BCR/budgets before finalizing for month-end submissions
  • Prepare monthly billing summary
  • Record billings into BCR and match to billing summary
  • Send billing summary and BCR to client on last day of month
  • Work with counterparts to prepare month-end documents for client
  • Coordinate annual budget preparation with management teams
  • Familiar with month end and year end close processes such as accruals
  • Coordinate with media planners/buyers to create digital media estimates and input buys into the billing system
  • Cross reference media invoices to media spend reports to ensure accuracy of vendor invoicing
  • Reconcile and clear media invoices to be processed for payment
  • Travel to client offices to attend monthly BCR discussions

Skills and Behaviour:

  • Strong computer skills, including computerized accounting spread sheets
  • Strong Excel skills
  • Effective communication skills
  • Attention to detail and high level of accuracy
  • Print/Media Production skills would be a definite asset
  • Ability to work independently and as a team member
  • Ability to handle multiple priorities and multiple deadlines

Education and Experience:

  • Two or more years of billing experience, including processing expense reports and BCR reports
  • Agency Experience, including budget planning experience

Closing Statement

INNOCEAN Canada is an equal opportunity employer that is committed to diversity, inclusion, and teamwork. We encourage all qualified applicants to inquire below. Any disability-related needs will be accommodated throughout the recruitment process.


If you are interested in career opportunities with INNOCEAN Canada, please send your cover letter and resume to with the subject line containing: INNOCEAN Business Administrative Coordinator