Business Operations Coordinator (Temp)

Horizon Media•New York, NY

2d•Hybrid

About The Position

The Business Operations Coordinator for BHS Brand Strategy & Operations is a new role designed to bring efficiency, compliance, and reliability to the vendor payment lifecycle. This individual will act as the central owner of the end-to-end vendor management process, from initial contract to final payment. The ideal candidate is exceptionally organized, detail-oriented, and adept at managing cross-functional workflows to mitigate risk and resolve the bottlenecks that currently lead to payment delays.

Requirements

3-5 years of experience in a project management or operations, preferably within a media agency, marketing, or legal environment.
Demonstrated ability to manage complex, cross-functional projects with multiple stakeholders.
Exceptional attention to detail, with a proven track record of ensuring accuracy in contracts, financial data, and administrative paperwork.
Strong communication and interpersonal skills, with the ability to confidently liaise with legal, finance, and client-facing teams.
Proactive and solutions-oriented mindset; able to anticipate and solve problems before they escalate.
Experience with financial or billing systems is a strong plus.
Bachelor’s degree in Business, Communications, or a related field.

Responsibilities

Manage the client invoicing process with a high degree of accuracy and timeliness.
Maintain the timely and accurate entry of vendor details into the media system (SBMS) inclusive of campaign and financial details.
Track project progress and provide clear status updates to all stakeholders.
Execute the vendor onboarding process by obtaining all necessary vendor paperwork (W9s, bank authorization forms, etc.) and meticulously verifying that all details match the executed contracts.
Serve as primary point of contact for all vendors and influencers for payment and billing questions and process.
Partner with Vendor Maintenance team to ensure proper set up of Influencer Vendors.
Proactively manage discrepancies between invoices, contracts, and vendor details to prevent payment rejections and delays.
Track budgets related to campaigns and ensure consistency across budget trackers, vendor invoices/contracts, and internal SBMS inputs.
Act as the central communication hub, streamlining interactions between teams to prevent the confusion that arises from siloed conversations.
Maintain the integrity of the operational process, ensuring all steps are followed consistently for every transaction.