Media Finance Manager, Media Operations

Overview

This individual contributor role, Media Finance Manager, Media Operations, owns the media finance process, including fees, pre-bill, reconciliation, and delinquent invoice follow-up. The role maintains media finance inputs, prepares draft billing for sign-off by the media leader, and releases approved billing to Finance for invoicing. Finance retains ownership of the ERP, client invoicing, and the general ledger.

This position operates across fee management, pre-bill, vendor reconciliation, delinquent invoice collections, and process controls, serving as an operational link between Media, Finance, and clients to help evolve media finance processes.

Responsibilities

Fee management

• Own accurate, complete agency fee inputs (service, production, and other fee types), aligned to client contracts and approved budgets.
• Review fee billing each cycle against agreed terms, flag variances, and communicate fee changes to Finance as contracts evolve.

Pre-bill

• Prepare draft billing each cycle from maintained inputs, reflecting client-approved budgets, plans, and fees.
• Issue draft billing to the media team and secure final sign-off from the media leader for each business.
• Notify Finance once sign-off is confirmed so invoices can be processed and issued to the client.
• Manage the billing calendar by chasing plan changes, approvals, and POs ahead of each cycle’s cut-off.

Reconciliation

• Reconcile vendor invoices against buys, delivery, and approved budgets, resolving discrepancies.
• Run budget-to-actual reviews with the media team, confirm final spend, and provide reconciliation summaries.
• Monitor open and aged items, driving them to resolution before they affect billing or cash flow.

Delinquent invoice escalation and collections

• Monitor overdue client invoices and maintain visibility into aged receivables by client.
• Contact client finance and AP teams directly regarding overdue invoices, copying the media POC, who escalates if the client is unresponsive.
• Work with Finance to confirm invoice status, payment history, and documentation before outreach; route any billing corrections through Finance.
• Investigate whether non-payment stems from a billing issue (PO mismatch, disputed amount, missing documentation) and drive resolution.
• Escalate persistent or high-value delinquencies to Media Operations leadership, along with the media leader, including clear context on amount, age, and actions taken.

Controls, process, and reporting

• Serve as the first point of contact for media teams on billing questions; support audit and client compliance requests.
• Maintain SOP documentation for media finance workflows, including handoffs to Finance, escalation thresholds, and collections cadence.
• Provide regular reporting for Media Operations and Finance: billing, reconciliation, and overdue items by client.
• Partner with Media Operations and Finance to shape improvements to media finance processes as the approach evolves.

Requirements

• 5+ years of experience in media finance, billing, and reconciliation, ideally within a media or agency environment.
• Hands-on experience maintaining billing inputs and reconciling vendor invoices in Prisma/Mediaocean or equivalent.
• Working knowledge of the media buying and billing lifecycle, from purchase authorization through client billing.
• Experience with accounts receivable follow-up or collections, including direct outreach to clients on overdue invoices.
• Strong business acumen and attention to detail, with the ability to manage competing deadlines across multiple clients.
• Excellent written and verbal communication, with a professional, persistent, tactful approach to client follow-up.
• Comfort influencing media teams and senior leaders to meet billing deadlines.
• High level of ownership, curiosity, and solution-oriented mindset, with success working in a distributed, remote team.
• Proficiency in Microsoft Office (Excel, PowerPoint, Word) and workflow tools such as Monday.com.

Preferred Qualifications

• Experience in retail media finance, including billing across key retailers (Walmart, Target, Kroger, Costco, Sam’s Club, Amazon) and platforms such as Skai.
• Familiarity with how media data flows into ERP and client invoicing systems.

Compensation & Benefits

• National hiring range: $85,000–$100,000/annually.
• Eligible to participate in a bonus program.
• Benefits include (but are not limited to): Medical, Dental, Vision, 401K, PTO, Charitable Gift Matching Program, Volunteer Hours, and more.

Location

• Northwest Arkansas is the preferred location for this role; however, candidates residing in: AL, AR, AZ, CT, FL, GA, IA, ID, IL, IN, KS, KY, MA, MD, MI, MN, MO, MS, NE, NV, NC, NJ, OH, OK, OR, PA, SC, TN, TX, UT, VA, VT, WA, or WI are also eligible.