Creative Operations Coordinator

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Requirements:

• 2+ years of experience in budget management, finance operations, billing coordination, or financial project management—preferably in a creative agency, marketing/advertising firm, or media production environment.
• Proven experience managing budgets of at least $5M annually, with strong forecasting and reconciliation skills.
• Deep understanding of invoice processing, financial reporting, and vendor payment systems in a creative or media environment.
• Proficiency in financial and project management tools such as AirTable, Trello, Salesforce, QuickBooks, Bill.com, Trolley, or similar platforms.
• Strong analytical skills, attention to detail, and ability to identify financial risks and opportunities proactively.
• Excellent communication skills, with the ability to collaborate with both creative teams and finance departments to ensure smooth financial operations.
• Ability to work in a fast-paced, deadline-driven environment, managing multiple projects simultaneously.
• Knowledge of contract negotiation, procurement processes, and vendor relationship management is a plus.

Responsibilities:

• Oversee and manage the financial operations of the creative team, including budget tracking, invoicing, vendor payments, and financial reporting.
• Develop and implement process improvements to optimize budget tracking, ensuring accuracy and efficiency in financial operations.
• Track and report on all creative budget allocations, expenses, and reconciliations, ensuring alignment with overall company financial objectives.
• Manage and maintain relationships with external vendors, including production partners, ad vendors, and freelancers.
• Prepare and present budget summaries and forecasts to senior leadership.
• Partner with the Finance team to ensure seamless invoice processing, accurate financial forecasting, and adherence to internal financial policies.
• Work cross-functionally with creative and account management teams to ensure budget adherence without compromising creative output.
• Support on production coordination with Penta’s in-house creative team.
• Contribute to process improvements and best practice adherence within the department.
• Assist with travel arrangements, executive scheduling and coordination for team retreats.
• Stay updated on industry trends and best practices related to advertising budgets, financial tracking tools, vendor management and creative operations.