Paid Media Billing Expert

Required Hands-on experience with Advantage (Advantage Aqua) media billing software is required for this role. Candidates without direct, current Advantage experience will not be considered. Summary Billing & Reconciliation Execution • Take full ownership of the agency's two core monthly billing workflows — pre-billing clients for next month's planned spend, and actualizing prior-month spend against real vendor invoices — inside Advantage (Advantage Aqua), our billing and reconciliation system of record. • Build and maintain accurate client invoices across both B2B and B2C accounts, demonstrating expert-level, hands-on proficiency navigating Advantage's Internet Orders, Rate Info tab, and Billing Command Center. • Monitor billing accuracy diligently — catching missing vendor invoices, incorrect commission settings, and planned-vs-actual discrepancies before they reach a client invoice. Proactively identify gaps and follow up with vendors and internal teams when documentation is missing or incomplete. • Manage the full pre-bill-to-invoice lifecycle: pulling Draft invoices, routing them for approval, and Assigning only after sign-off — never before. • Convert net vendor costs to client-billable amounts accurately per each client's commission terms, and confirm when an account bills at straight media cost with no commission at all. Reconciliation and Team Communication • Partner with our accounts payable and receivable team to keep client billing and vendor invoice tracking running on a tight, predictable monthly cadence, with nothing slipping past deadline. • Maintain clean reconciliation records outside of Advantage — logging planned vs. actual Gross/Net/Billable amounts by vendor and month so discrepancies are easy to trace and explain later. • Translate billing discrepancies into clear explanations for account teams and clients — not just what changed, but why and what happens on the next invoice. • Flag unusually large credits, debits, or missing invoices to leadership early rather than pushing them through unexamined. • Participate in internal status check-ins, communicating billing status and blockers clearly and proactively to account teams, channel managers, and vendors. What We're Looking For • Minimum 5+ years of hands-on paid media billing experience at an advertising or media agency, with a proven track record of clean, on-time monthly closes. • Expert-level, hands-on-keyboard knowledge of Advantage (Advantage Aqua), including Internet Orders, Rate Info, Billing Command Center, drafts vs. assigning, and batch management — this cannot be learned on the job. • Proven experience actualizing media spend and pre-billing clients monthly, ideally across both B2B and B2C accounts. • Comfort with commission math — converting net vendor cost to client-billable amounts — and knowing when a client contract carries no commission at all. • Demonstrated ability to catch billing errors and discrepancies before they reach a client, and to deliver proactive, well-reasoned fixes. • Extremely organized and deadline-driven, with a strong habit of surfacing issues early rather than letting them compound month over month. • Proactive follow-up instincts — comfortable chasing vendors directly for missing invoices without being asked. • Experience working across shared systems such as Citrix-hosted applications, Egnyte or similar file/DAM systems, and shared client trackers. • Available during Pacific Time Zone business hours. At The Imaginarium, we value creativity, collaboration, and a results-oriented mindset. If you are a detail-obsessed billing professional who thrives on keeping a complex monthly close error-free, we encourage you to apply and join our dynamic team. Together, we will continue to deliver accurate, on-time billing that our clients and partners can rely on.