Operations Coordinator

Company Description

Publicis Groupe, known for its world-renowned creativity, best-in-class technology and data assets, and digital and consulting expertise, is one of the world’s largest communications groups. With 80,000 employees across more than 100 countries, the Groupe offers capabilities in Creative, Media, Digital Business Transformation, and Production.

As a Connecting Company for the Connected Age, Publicis Groupe delivers winning solutions for clients through the Power of One, driven by a common purpose, a powerful spirit, shared behaviours, great character, and a relentless focus on our clients.

Overview

The Operations Coordinator provides essential administrative and operational support to the media investment team, assisting with campaign setup, media bookings, material instructions, campaign monitoring, reporting, and financial processes across traditional and digital media.

Working closely with Executives and Managers, this role helps ensure campaigns are implemented accurately, deadlines are met, and campaign and financial data are maintained to support effective reporting and analysis. This is an excellent opportunity for someone looking to build their knowledge of media planning, buying, and campaign operations within a collaborative agency environment.

Responsibilities

CAMPAIGN ACTIVATION & DELIVERY

• Support Executives and Managers with campaign setup, media bookings, and schedule maintenance across traditional and digital media.
• Prepare media specification sheets and material instructions, ensuring requirements and deadlines are communicated accurately and on time.
• Track campaign delivery and update campaign trackers and pacing reports, flagging discrepancies or potential issues to the relevant team members.
• Monitor television and radio placements, reconcile media schedules against actual delivery, and escalate any discrepancies.
• Collect and organise proof of performance materials, including proof of placements, air checks, and campaign screenshots.
• Maintain accurate campaign records and ensure all booking details, changes, and supporting documents are properly filed.

REPORTING & INSIGHTS

• Gather and consolidate campaign data to support reporting, analysis, and auditing requirements.
• Maintain campaign tracking sheets, strike rate trackers, and other reporting documents.
• Assist with the preparation of expenditure reports, invoice summaries, and other campaign performance reports.
• Ensure campaign data is accurate, complete, and submitted within established deadlines.

FINANCE & COMMERCIAL

• Assist with monthly invoicing and financial reconciliation processes.
• Input planned media spend into proforma check sheets and verify campaign costs against approved media plans.
• Ensure campaign expenses are coded correctly, totals are accurate, and the required financial information is recorded in the billing system.
• Update campaign records in Spectra, including campaign details, buy types, advertising categories, and Digital Campaign IDs.
• Maintain accurate purchase order information and supporting documentation, and assist with resolving account queries.

TEAM COLLABORATION

• Work closely with Executives, Managers, media owners, and internal teams to support smooth campaign delivery.
• Communicate updates, changes, and potential issues promptly to relevant stakeholders.
• Build positive working relationships with media, technology, traffic, and creative partners.
• Participate in team meetings, training sessions, and development activities to strengthen media knowledge and operational skills.

PROCESSES & CONTINUOUS LEARNING

• Follow established agency processes, best practices, and quality standards.
• Complete relevant training modules and system certifications to develop media fundamentals and technical capabilities.
• Demonstrate attention to detail, accountability, and a proactive approach to identifying and resolving discrepancies.
• Manage multiple tasks effectively while maintaining accuracy and meeting deadlines.

Qualifications

• 1–2 years of experience in media, advertising, marketing, campaign coordination, or a related field.
• Basic understanding of media planning, buying, campaign implementation, or media operations.
• Strong organisational skills and attention to detail, particularly when handling campaign data, schedules, and financial records.
• Good analytical and problem-solving skills, with the ability to identify discrepancies and escalate issues appropriately.
• Proficiency in Microsoft Excel or Google Sheets.
• Strong written and verbal communication skills, with the ability to coordinate effectively with internal and external stakeholders.
• Willingness to learn media systems, reporting tools, and financial processes.
• Ability to manage multiple priorities and deliver accurate work within tight deadlines.