Weber Shandwick

Billing coordinator - Brussels

The Interpublic Group of Companies, Inc (IPG) is an American multinational advertising and public relations company, covering a wide range of brands such as McCann Erickson, Draftfcb, Lowe & Partners, Weber Shandwick, Octagon, Golin , Jack Morton and few others. It is one of the “big four” global advertising agency. It has more than 40,000 employees globally.

Its subsidiaries specialize in consumer advertising, interactive marketing, media planning and buying, public relations and other specialized disciplines like public affairs, sports and event marketing.

IPG Belgium a subsidiary of IPG runs a shared service center and takes care of the accounting and reporting of 20 entities of the group located in France, Belgium and the Netherlands.

IPG Belgium has an opening for a billing Coordinator. This position reports to the business manager.

Essential Job Functions and Responsibilities

• In charge of monthly billing cycle :
  • Collect data from Account Managers (client proposals, client contracts, purchase orders, other persuasive evidence)
  • Create and maintain client master data
  • Create and maintain the contract in the ERP system SAP
  • Maintain the billing list, follow-up with the Account Leads on the completion of the jobs
  • Create draft invoices, first review of the invoices for accuracy and VAT compliance
  • Send invoices for approval to Account Managers, receive edited draft invoices and prepare final invoices
  • Resolve billing issues
• Follow up work in progress, compare cost budget of projects with actuals
• Prepare Project related journal entries (time transfers and cost transfers)
• Follow-up intercompany projects with other agencies of the group and liaise with other offices within the network to ensure fees and costs are billed on time
• Check accuracy of Time entry :
  • Chase consultants
  • Perform basis analysis (time and costs entered on the correct job)
  • Resolve time entry issues
• Assist on special projects as requested by Business Manager/Finance Director
• Customer Service :
  • Responsive to internal and external requests
  • Provide high quality support
• General admin support : filing invoices and projects, prepare audit questions

Quality control, management reporting

• Maintain and update client files (masterdata, contracts, purchase orders etc)
• Prepare activity reports for the Account Leads
• Work with Account Leads to prepare intercompany agreements
• Ensure efficient and accurate billing proces
• Maintain internal controls
• Provide ad hoc financials on projects to the account teams
• Meet deadlines

Profile

The ideal candidate has an experience in Finance and/or Accountancy with 1-3 years relevant experience preferably in an international professional services company. The ideal candidate has a good business understanding and is familiar with billing in a service environment . Fluently in Dutch and English is required. Good understanding of ERP preferably SAP is a plus. Good general IT literacy with advanced expertise in Excel.

Required strong points

• Accounting working knowledge
• Communication skills: build up relationship with colleagues
• Well-structured and organized
• Multitasker
• Ability to anticipate work needs and will follow through minimum direction
• Capable of meeting stringent deadlines while juggling many projects at once in a fast-moving environment
• Stress resistant
• Dynamic and flexible

Training

Internal coaching and training will be provided.

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