Coordinator, Offline Media Buying & Billing

We are Assembly, the modern global media agency that’s part of Stagwell, the challenger network built to transform marketing. We’re purpose-led through our core, and we help brands build connections with people through culturally relevant media experiences. We’re at the cutting edge of data and tech-driven marketing, and we believe brand and performance media can work together to drive breakthrough business growth.

ICYMI: Assembly was named Ad Age’s first-ever Purpose-Led Agency of the Year atop the 2022 Ad Age A-List!

Assembly is looking for a Coordinator, Offline Media Buying & Billing.  As a Coordinator, you will play a critical role in executing and deliv­ering Offline strategy in a fast paced, exciting global marketing company. The Coordinator, Media Buying (Offline) will assist in managing campaigns and be responsible for day-to-day execution of media placements, order trafficking, media procurement, campaign deadlines, client specific reporting, and billing --within Offline Media (Direct Mail, Insert, and Print), where applicable. Ensuring the media is procured per campaign schedules is critical to overall campaign and program success.

• Manage media placements, order trafficking, shipping, procurement, delivery, and client specific reporting --within Offline Media (Direct Mail, Insert and Print)
• Prep and prepare campaigns for orders to be released to the marketplace, then manage until completion.
• Review orders in detail and ensure pricing, important details, key dates, samples, and instructions are correct and in place prior to placement.
• Transfer orders from internal media plans and communicating these goals and needs to the external List/Program Management community.
• Coordinate with Vendors to get the orders approved, dates confirmed, shipping details provided, creatives posted, and orders shipped.
• Communicate with the external and internal teams to ensure all deliverables are received and campaign complete.
• Update the internal order operating system continuously with real time data.
• Communicate and manage internal relationships with the Media Planning and Client Service teams throughout the production process, especially any variances.
• Manage order variances including counts, pricing changes, questions, media placement approvals and shipping dates with Media Planning.
• Coordinate client reporting on critical deliverables within campaigns.
• Provide final mailing documentation to vendors, so invoices can be sent for payment.
• Review vendor invoices, matching up with order AP, reviewing any variances, and approving for payment.
• Upload merge documentation, review campaign pricing, and create estimated billing for client service approval.
• Maintain effective communication with the List Management community and ensure all necessary files reach the service bureau by the client deadline.
• Troubleshoot any unanticipated campaign and/or vendor issues.
• Monitor files, media pieces, and/or creatives are delivered on or before due dates. 
• Communicate with the service bureau on critical campaign deliverables and status.
• Coordinate and manage internal communication and relationship with the billing team for merge uploads, resolution of billing discrepancies, vendor invoices and client invoicing.

• 4-year college degree preferred
• Direct Mail, Print and/or Insert Media experience desired
• Energetic and eager to learn
• Adaptable
• Ability to multi-task and has strong attention to detail
• Strong organizational and communication skills
• Microsoft Office with Excel knowledge

Why Assembly?

• We care about your growth – we offer competitive salaries, annual compensation reviews, and keep detailed personal development plans to ensure you’re hitting your personal and company goals
• We recognize and celebrate your success…all the time! Whether it’s through company meetups, employee recognition programs, or just a regular day, we make sure our people’s achievements are known and appreciated
• We’re truly a people-first organization. That’s why we offer a Flexible Time Off policy that puts you in control of your work-life balance, as well as market-leading primary and secondary caregiver and parental leave policies
• We have a hybrid in-office/remote working policy that focuses on bringing people together in-person when it’s needed most, i.e., team strategy brainstorms, learning & development opportunities, and company meetings
• We care about social and environmental Impact – we have dedicated Impact Champions who collaborate globally to make sure we’re leaving the world better than we found it
• We have an amazing group of Employee Resource Groups who form close knit communities and are committed to guiding the agency to become more inclusive, diverse, and representative of the world around us
• We’re part of Stagwell, the challenger network built to transform marketing. We’re nimble and digital-first, and we’re quickly growing to take on the biggest legacy hold cos

In addition to medical, dental and vision coverage, we offer a generous PTO plan, 401k program, comprehensive family planning benefits (including paid parental leave), and pre-tax commuter benefits. Benefits/perks may vary depending on the nature of your employment with Assembly and the location where you work.

In order to comply with equal pay and salary transparency laws in various locations, we believe the target range of base compensation in all locations within the United States for this role is $45,000 - $50,000. Actual compensation is influenced by a wide array of factors including but not limited to skill set, level of experience, and location.

At Assembly, we believe every career is as unique as the individual and empower employees to reach their full potential in a winning culture motivated by a powerful purpose.

Assembly is an advocate for equal opportunity in the workplace. We are committed to ensuring equal opportunities regardless of race, color, religion, sex, national origin, sexual orientation, age, citizenship, marital status, gender identity, status as a protected veteran, among other things, or status as a qualified individual with disability. 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. EEO Employer M/F/Vet/Disabled.