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Operations Executive

Posted: 16 Oct 2020 Closes: 14 Nov 2020
London, United Kingdom Competitive
Permanent & Full-time PBM_743999722116173

Company Description

An exciting opportunity to join a separate division of the Publicis Groupe. Apex is a growth and solutions hub focused on problem solving and driving value for clients.

This role focuses on tracking and monitoring Apex briefs/deals; providing responses to off-line media briefs within agreed timelines, managing bookings and the financial administration relating to approval and reconciliation/invoicing of campaigns across all media for Apex clients.

It's an opportunity for an enthusiastic and committed person who has a background in media and who enjoys working with data and figures to join a vibrant media agency. We are looking for someone who is curious, self-motivated, eager to learn and who will come in and hit the ground running.

Job Description

  • Assist with responding to Apex briefs across various online channels (TV, OOH, print, radio) in a timely fashion
  • Help to maintain and update master tracker with information from completed spec sheets across all media channels, on a daily basis
  • Assist the Ops team with inventory tracking by client, by media type, by deal type
  • Develop an understanding of different media channels (AV, radio, cinema, OOH, print) and the mechanics of how they are traded
  • Quickly develop a sound knowledge of all necessary tools and systems used by the digital/ops teams
  • Ensure you have a sound set of notes/check lists/processes which help you to maintain a high level of accuracy/attention to detail and allow you to be self-sufficient in the completion of tasks - work with your line manager to develop strategies to help you check your work
  • Maintain central shared directories on Lion Box, uploading the latest spec tracker, spec sheets (including response to briefs, approved plans, PO numbers), templates and deal trackers on a daily basis, as relevant
  • Support digital strategy team across key areas of the campaign lifecycle, from uploading media plans to Salesforce, ensuring campaign checklists are complete and assisting with campaign reporting.
  • Work with the digital/ops team to compile end of campaign, weekly, monthly and quarterly reports
  • Media owner scorecard tracking - how different media partners are performing against set criteria

Bookings, billing and reconciliation:
  • Upon receiving client approval, book Apex inventory with media owners using the inventory request forms/IOs; interfacing with agency teams to ensure all booking conditions are included
  • Provide agency buyers/ops team with details of booked Apex activity on a monthly basis - by client, by media owner, by campaign in order that bookings can be added to the agency booking system (DDS)
  • Assist the Ops team/Apex finance with adding bookings to the Apex billing system; confirm that all bookings match both the agency booking system and ECOS (the outdoor specialist's booking system)
  • Work with Apex finance to reconcile end of month campaign delivery, ensuring all media activity is invoiced accurately and paid on time
  • Investigate and resolve (by escalating where necessary) any billing/invoice queries in a timely manner
Communication, Internal relationships and time management:
  • Build and maintain strong internal relationships at exec level across multiple teams / departments
  • Ensure that emails and briefs are being responded to in a timely manner and that expectations are being managed
  • Create and update your 'task tracker' on a daily basis and upload to box/email to Vicky/Akira by EOP each day - new tasks must be added at the time they are given, and the status of all tasks should be updated with completion dates etc.
  • Demonstrate an ability to manage your own workload and prioritise tasks on your task tracker
  • Show initiative in recognising when deadlines need to be met and work with the ops team to ensure that tasks have been carried out in order to meet these deadlines
  • Be proactive in responding to Apex group emails, checking first whether another member of the team has picked up the email
  • Contribute to team meetings, team initiatives and knowledge sharing
  • Communication is key and having a regular verbal dialogue with your team/peers is essential
  • Assist with the development of Apex case studies to showcase successes to our partners
  • Over time, negotiate Apex buying rates with media owners vs client's benchmark rates (where overall deal terms not in place)


  • Ideally, 1-1.5 years' in a finance/admin/media investment role
  • Excellent math's and numeracy skills
  • A high level of accuracy and attention to detail essential
  • Organised and capable of working independently, as well as part of a team
  • Skilled and confident in using excel - the ability to use pivot tables, sumifs, vlookups is an added bonus
  • Strong communicator, both verbal and written
  • An interest in learning about and working in a media environment
  • Adept at interpreting data and identifying themes and inconsistencies
  • Can assimilate information quickly and adhere to processes/best practices
  • Demonstrates initiative and the ability to develop/learn new processes and systems/databases
  • Exhibits the ability to prioritise tasks on a daily basis
  • Self-driven, results-oriented, solutions-focused with a positive outlook
  • Someone who thrives in a fast-paced environment and has the abilitly to complete tasks promptly, on time and accurately
  • Responsive, with the ability to manage expectations, promptly responding to e-mails and requests
  • Demonstrates critical thinking and problem-solving abilities
  • Proven ability/desire to learn negotiation skills

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