Position Summary

This role serves as a central liaison between internal teams, vendors, Accounts Payable, and Finance to ensure accurate and timely processing of invoices, RFPOs (Requests for Purchase Orders), purchase orders, budget tracking, and vendor payments.

The idóneo candidate is highly organized, detail-oriented, and comfortable managing large volumes of financial transactions across multiple projects, brands, agencies, and creative vendors. This position plays a critical role in maintaining financial accuracy, supporting budget compliance, and ensuring seamless coordination between Brand Marketing, Creative Services, Production, and Finance teams.

Work Location (Hybrid):

Centro Empresarial Connecta 26

Edificio G4-G5, Piso 5 - Oficina 503

Avenida calle 26 #92-32, Bogotá

Contract: Permanent Full Time Employee - All law benefits included and more.

- Hybrid Modality
- Health and Dental Insurance (COLMEDICA)
- Birthday Day Off
- Early Vacations
- Wellness Activities
- Alliances, Financial and Learning Peak Benefits
- Wellness & Lifestyle Benefits

KEY RESPONSIBILITIES:

Invoice Processing & Reconciliation

- Receive, review, and process vendor invoices for Brand Marketing, Creative Services, and Production department projects.
- Verify invoice accuracy against approved purchase orders, statements of work, contracts, and project budgets.
- Coordinate with Accounts Payable to ensure timely invoice approvals and payments.
- Research and resolve invoice discrepancies, payment issues, and vendor inquiries.
- Maintain accurate billing records and supporting documentation.

RFPO & Purchase Order Management

- Create and process RFPOs (Requests for Purchase Orders) for creative, marketing, production, and promotional activities.
- Generate, track, and maintain purchase orders within company financial systems.
- Ensure POs are accurately coded to the appropriate GL accounts, departments, projects, and budgets.
- Monitor PO balances and identify when additional funding or revised approvals are required.




- Manage PO revisions, increases, closures, and reconciliations.

Vendor Management

- Serve as the primary point of contact for billing-related communication with creative agencies, studios, printers, freelancers, production vendors, licensors, photographers, and marketing partners.
- Coordinate onboarding documentation and payment setup requirements with new vendors.
- Track vendor spend and ensure billing complies with company policies and contractual agreements.
- Maintain organized vendor records and contact information.

Budget Administration & Reporting

- Track project spending across Brand Marketing, Creative Services, and Production department budgets.
- Assist department leaders with monthly budget reviews and forecasting.
- Produce reports detailing open POs, invoice status, outstanding commitments, and vendor expenditures.
- Support annual planning and budgeting initiatives by compiling spending data and historical billing information.
- Identify cost variances and provide recommendations for improved financial visibility.

Cross-Functional Coordination

- Partner with Brand Marketing, Creative Services, Production, Operations, and Finance teams to ensure financial processes are executed efficiently.
- Facilitate communication between project owners and Finance regarding approvals, vendor payments, and budget allocations.
- Support process improvements that increase billing accuracy and operational efficiency.
- Assist with audits and internal reporting requests as needed.

Administrative Support

- Maintain detailed records of all billing activities, approvals, invoices, and purchase orders.




- Develop and manage tracking tools, spreadsheets, and workflow documentation.
- Ensure compliance with internal financial controls and procurement policies.
- Support production department billing coordination as part of the overall Brand Marketing and Creative Services billing workflow.
- Provide billing status updates to leadership and project stakeholders.

QUALIFICATIONS:

Education & Experience

- Associate’s or Bachelor’s degree in Business Administration, Finance, Accounting, Marketing, or related field preferred.
- 2-5 years of experience in billing, accounts payable, financial coordination, project administration, or procurement.
- Experience supporting marketing, creative, advertising, media, entertainment, or production environments preferred.

Knowledge & Skills

- Strong understanding of invoice processing, purchase orders, and budget tracking.
- Experience working with accounting, procurement, or ERP systems.
- Advanced proficiency in Microsoft Excel and Microsoft Office applications.
- Exceptional organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
- Strong attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Ability to work independently while collaborating effectively across departments.

Preferred Qualifications

- Experience managing creative agency, print production, packaging, or marketing vendor billing.
- Familiarity with Airtable, Workfront, SAP, NetSuite, Oracle, or similar financial/project management platforms.
- Experience supporting high-volume project environments.

SUCCESS METRICS:

- Timely processing of vendor invoices and purchase orders.
- Accuracy of billing records and financial documentation.
- Reduction of delayed payments and invoice discrepancies.
- Improved visibility into project and departmental spending.
- Positive vendor and stakeholder satisfaction.
- Consistent adherence to procurement and financial policies.

📌 Billing Coordinator (Bogotá)
🏢 Auxis
📍 Bogotá