Senior Client Finance Coordinator

🕒 April 28

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Situation

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2003

📱 Media

Media • Marketing

Situation is a marketing and creative services agency that focuses on live entertainment, attractions, theater, sports, arts and culture institutions. With over 20 years of award-winning work, Situation champions the power of shared experiences, leveraging an audience-first mindset to drive impact. They help brands tell stories, identify audiences, deepen relationships, and maximize revenue. By connecting experience leaders across various industries, they utilize the latest technologies and trends to offer innovative solutions. Situation is part of the Situation Group and is located in New York, NY.

📋 Description

• Partner with Account Leads to understand client budget structures, translating SOWs and media plans into accurate billing milestones. • Lead client onboarding for finance, including initial setup within our financial systems, and making template recommendations based on specific client needs. • Weekly review of budgets & billing status with Account Leads to ensure questions or concerns are addressed in real-time. • Draft quarterly billing schedules and secure sign-offs from both Finance and Account Leads to ensure consistency. • Drive the invoice lifecycle for assigned clients, utilizing deep knowledge of SOWs and media plans to process invoices with autonomy. • Manage the end-of-period (monthly/quarterly) work-in-progress, leading reconciliation meetings to review final production and media invoices, addressing overflow costs and open questions. • Ensuring all invoice formats, descriptions, and amounts are client ready and delivered on time according to billing schedule. • Serve as the first responder for client financial questions; proactively escalate or resolve inquiries to minimize friction. • Facilitate weekly standups with client teams to align on budget vs. actuals. • Set up and distribute weekly Open AR reports, driving specific follow-ups with clients and internal stakeholders to resolve outstanding balances. • Acknowledge client inquiries within 48 hours and act as the bridge between finance operations and account management. • Support the Director of Finance in training initiatives, including presenting billing processes and fielding Q&As for the wider team. • Identify and implement opportunities to optimize processes and communication flows within the Billing Team.

🎯 Requirements

• 3-5 years proven experience in billing, account finance, or agency operations. • Strong understanding of budget structures, media plans, and reconciliation workflows. • Skilled in billing/finance software (e.g., Advantage, Prisma, or similar project accounting systems). • Excellent verbal and written skills, with the ability to translate complex financial data into actionable insights for non-finance stakeholders. • Exceptional ability to handle competing priorities and fluidly move between high-level analysis and day-to-day tactical execution. • A proactive mindset that seeks to identify financial risks and operational inefficiencies before they become issues.

🏖️ Benefits

• Health care plan (medical, dental and vision) • Retirement plan with employer match • Life and disability insurance • Generous paid time off package that includes vacation, sick, “life happens” days, birthdays, summer Fridays and public holidays • Paid family leave • Cold brew coffee, snacks and fresh fruit • Wellness resources • Special access to New York City’s arts and entertainment scene