Administrative Coordinator

Company description

Publicis is an omni-channel communications agency with over 600 employees across our Canadian operations. The office is the largest in our industry in Canada and boasts talent across various disciplines of marketing and advertising expertise. Publicis carries a balanced split of Canadian, U.S. and Global clients for which we are Agency of Record. Publicis supports a range of D&I actions through our Driving Change team as well as giving back to the community through a long-standing participation in the Out of the Cold Program.

With a strong, active and familial culture, Pub United is the agency’s social club, hosting events as wide reaching as Curling, Trivia Nights and more.

The primary function of the Administrative Coordinator is to support the account management team with financial administrative tasks (new vendor set up, creating purchase orders, processing invoices etc.), seasonal campaign administrative set up documents, manage internal tracking documents, and deploy/track mass email requests to clients. Day-to-day responsibilities and skills required are described below.

This role requires in-office work based on the company’s RTO policy.

Please note:

the first few weeks will require daily in-office work for optimal training.

Vendor Set Up

• Set up new vendors in the agency’s finance software system
• Work with vendors to acquire all necessary documentation to set up in the agency’s finance software system

Purchase Orders

• Create and save Purchase Order numbers for media vendors

Invoice Processing & Tracking

• Review/check all in-coming vendor invoices and manage any/all discrepancies
• Approve and process all invoices with agency’s finance software system
• Manage and track all invoices against approved media plans, vendor contracts and vendor purchase orders

Account Service/Media Support Documents

• Create, manage, check and update all seasonal internal process documents – such as:
  Media Tracking Documents (MR’s), Copy Decks, Copy Matrices, Mass client emails etc.

General Administrative Tasks

• Saving all vendor, client and internal correspondence to the agency’s cloud based storage server on a daily basis
• Assist account management team in other seasonal tasks such as: client radio script creation, deploying/tracking mass client emails, send approved radio scripts to stations for recording, approving recorded radio scripts from stations.

• College diploma/degree in media/advertising OR business administration OR relevant experience in highly administrative roles
• Highly proficient in Excel
• Basic knowledge of Word and Power Point
• Highly organized, efficient, and accurate
• Ability to prioritize and manage multiple tasks/projects
• Takes pride in quality of work
• Strong work ethic
• Willing to help other team members
• Open to work beyond standard hours during busy seasons

We’re committed to building a diverse and inclusive workplace. Accommodations are available throughout the hiring process upon request.

Transparency matters to us. The salary range for this position is CAD $50K-$55K per year. Actual compensation within this range will be based on a variety of factors, including relevant experience, knowledge, skills, and applicable certifications. This range reflects what we reasonably expect to offer based on current market data.

We use artificial intelligence (AI) tools to support parts of our hiring process, such as reviewing applications or analyzing resumes. These tools assist our recruitment team but never replace human decision-making. We believe in a human-first approach, where your experience and potential are recognized by people.

Publicis Canada is committed to building a diverse workforce representative of our community. We encourage and are pleased to consider all qualified candidates, without regard to race, colour, citizenship, religion, sex, marital / family status, sexual orientation, gender identity, aboriginal status, age, disability or persons who may require an accommodation, to apply. If you require a specific accommodation please contact Human Resources.