Introduction to Ogilvy
Team WBA is bringing together the best of the WPP network to create a 360 integrated global offering for Walgreen Boots Alliance including creative, media, publishing, social, public relations and production.
This is an exciting opportunity for the business and those working as part of the team.
This role is responsible for the billing and WIP management within the WBA Team. They are the gatekeeper of the jobs. This is a diverse role responsible for the Job Management of all work streams within our team, including creative development, public relations, internal comms, production and media advertising sales.
You will be responsible for all job opening and closing and ensuring that best practice is applied to job management throughout the life cycle of the job.
You will be part of a dynamic new team which is striving to ensure best commercial practice is at the heart of all agency business transactions.
You will have a close working relationship with the Commercial Finance team and wider agency teams. The team will look to you for guidance on best practice in using systems and carrying out their roles.
Your Role at Ogilvy
Ensuring adherence to the job opening process
Ensuring timely management and follow up on jobs with client teams
Explaining to the client and project management teams how the job processes work on a client and why
Regular meetings with client teams to review open jobs
Working with Senior Commercial Manager to ensure best use of Maconomy for each workstream’s specific needs
Billing to client on a timely basis, ensuring invoices are in line with client processes and internal processes
Keeping a log of Credit Notes and obtaining relevant sign off
Proactively advising Senior Commercial Manager if client teams are not following internal processes or not making themselves available for WIP reviews
Proactively helping client teams prepare reports for client meetings, ensuring amounts presented to client reconcile to Maconomy
Reviewing open PO’s and advising teams to follow up or close where appropriate
Ensuring jobs are closed down correctly when necessary
Ensuring PM has signed off on each closed job and reviewed the profitability
Advertising Media Sales Regular meetings with Sales teams to go through new advertisers and new bookings.Ensure that bookings are inline with agreed client protocol and are supported by signed booking forms.
Review booking summary against signed booking forms and ensure commission calculations are inline with client agreed protocol.
Ensure all media billing is performed on a timely basis and Maconomy system is kept up to date.Liaise with Credit Control to obtain status of media collections.
Ensure all client status documents are updated on a timely basisEnsure correct amounts are remitted back to the media owner inline with client contracts.
Liaise with management accounting team to ensure client reporting is accurate
Carrying out credit checks on new Advertising Sales clients
Setting up new clients in Maconomy
Ensuring Maconomy Masterdata is correct
Ensuring best practice in use of all systems
Providing training on Maconomy to all new client team joiners in their first week if applicable
Liaising with Financial reporting team on supplier set ups, urgent payment requests, timesheet management and Maconomy queries
Assisting where appropriate with any client, SOX or other audits
Raising a query if there is an area of compliance which you do not understand or appears to be a duplication
Ensuring all internal procedures and policies are adhered to
Ensure Purchase Order policy is adhered to i.e. no approved PO’s issued after supplier invoice date, highlighting to Senior Commercial Manager where there is breach of the policy
An approachable, efficient person who is self-motivated and works well with both finance and non-finance staff. A methodical approach is required to do this role effectively.
The role has a high level of repetitive tasks which need to be tackled with care and attention.