Billing and Office Coordinator

Explore Communications is a specialized advertising agency that focuses on media buying and planning.

Our agency constantly strives to evolve and to redefine our industry.

We are known for being creative, innovative and completely different from other media shops.

The nature of our business requires a strong work ethic and can-do attitude.

The pressure can be high, but the challenge is always rewarding.

Our attention to creating a thriving work culture requires each member of our team to pull their weight and to contribute to positive and proactive thinking. This perspective carries over to doing exceptional work for our clients and agency partners.

This position will be responsible for helping to manage our agency’s account payables and receivables, along with keeping our office well-organized.

We are seeking someone who is comfortable with bookkeeping work, who puts a great deal of focus on accuracy and who enjoys detailed work.

Following is a list of some of the important duties this Billing and Office Coordinator will be in charge of:

• Working closely with Explore Communication’s CFO on A/R and A/P
• Accounts Payable
• Match and approve invoices from a wide variety of media vendors on behalf of the agency’s 20+ clients (e.g. print, broadcast, social, digital, mobile, out-of-home, etc.)
• Process weekly checks and electronic payments
• Match, proof, mail, file
• Distribute Accounts Receivable reports to team weekly
• Monthly Invoice Status Reports
• Request missing invoices and Proof of Performance
• Maintain internal Broadcast and Digital trackers
• Send monthly client billing, upon request
• Lead on reconciling campaigns within three months of campaign closing
• Agency mail receipt and distribution
• Maintenance of various office duties
• Recycling, filing, ordering and organizing supplies
• Agency and client gifts/parties
• Preparation for meetings and guests
• Maintain kitchen, plants and shared spaces
• Manage HOA communications
• Plumbing, heating, water, signage, etc.
• Assistance with Human Resources items
• Insurance renewals - Help with coordination of health/dental benefits
• On-boarding new employees – insurance, phone, printer, timesheets, etc.
• Exit interviews/processes

We are looking for an upbeat, enthusiastic and flexible teammate who wants to be part of a small team and who wants to make a difference. Top candidates will have the following traits and abilities:

• One to four+ years’ experience with bookkeeping
• Very strong Microsoft Office skills
• Deadline oriented
• Ability to collaborate with multiple planner-buyers on a variety of clients
• Exposure to media buying software is a plus but not required (we use STRATA/Freewheel)
• Comfortable working alone and being autonomous with the ability to juggle projects from several people at a time
• Accountability and humility
• In-charge presence while still being a team player
• Open communication style, comfortable with a transparent culture
• Diligent worker who is career oriented
• Excellent interpersonal and social skills
• Fast, initiative-taking employee who cares about quality results
• Desire to help shape the company and grow with us

Salary/Benefits for Full Time Position

• Salary range: $47,000 - $57,000
• Hybrid work schedule (two days in-office, three days at home)
• Four-day work schedule with an adjusted pay range is possible for the right candidate
• Bonus week for whole staff – office closed between Christmas and New Year’s
• Summer Fridays between Memorial Day and Labor Day
• Paid time off for vacation, personal and sick time
• Three bonus paid days off as “Explore Wellness Holidays”, in addition to standard National Holiday and given PTO
• Health and Dental insurance offered
• Short and Long Term Disability coverage
• 401k Plan with employer contribution match
• 529 College Savings plans with employer contribution match

Please send your resume and cover letter, explaining your qualifications, to our Media Director, Sarah Chapin at  copy Mindy Gantner at