Administrative Executive

Company description

Publicis Groupe Mexico is a leading advertising and integrated communication agency that offers creative and strategic solutions in digital marketing, media, and public relations. Part of the global Publicis Groupe conglomerate, it specializes in innovating and connecting brands with their audiences through effective campaigns and advanced technology.

Overview

Responsible for the execution, control, and follow-up of invoicing processes, supplier registrations, and contract signings with various clients.

Responsibilities

• Reconciliation of information loaded into internal systems to generate client invoicing.
• Obtain correct and timely purchase orders (PO, ODC, Orders, etc.) for client invoicing.
• Follow up on monthly purchase order invoicing.
• Maintain control of purchase orders and invoices for monthly reporting.
• Follow up on timely entry of supplier invoices in the Agency or with the Client, as applicable.
• Interact with Business Leads to perform reconciliations, resolve queries, deliver reports, and follow up on any payment time deviations.
• Follow up on irregularities in information received from the client and/or SC.
• Review information loaded into the system by SC teams.
• Prepare timely invoicing reports.
• Create information in system Master catalogs: Clients, Suppliers, Media, Products, etc.
• Reconcile supplier account statements to generate outstanding balances and payment requests.
• Ad-hoc reports at the request of BPs.
• Coordination and alignment with internal areas for correct data generation in Client or Supplier invoices.

Qualifications

• Completed, in progress or unfinished degree in economic-administrative careers.
• Minimum 3 years of experience in invoicing or administrative or finance areas.
• Intermediate/advanced Excel (Pivot tables, advanced formulas, databases and data filters).
• PowerPoint (preparation of executive-level presentations).
• Basic English level (Ability to write and understand the language).
• Have an analytical profile that can adapt to different scenarios.
• Desirable: knowledge of Advertmind system.

Key skills

• Proactivity
• Time management (knowing how to prioritize activities)
• Work under pressure with optimal results
• Customer service oriented
• Self-control
• Attention to detail
• Teamwork
• Effective communication

Additional information

Internal/External Contact

• Internal contact: Client Services, Finance, Digital Implementation Team, Invoicing, Accounts Receivable, and Tax.
• External contact: Supplier.

"At Publicis Groupe, we value diversity and are committed to creating an inclusive environment for all employees. We do not discriminate on any grounds: neither on the basis of race, color, religion, gender, gender identity, sexual orientation, disability, age, marital status, national origin, or any other characteristic.

We believe that inclusion is fundamental to our success, so we promote equal opportunities and the creation of diverse teams. We also strive to ensure that all employees and candidates are treated with respect and dignity, basing all employment decisions on qualifications, merit, and business needs.

At Publicis Groupe, we recognize the importance of flexibility in the workplace, which is why we support hybrid work, allowing our employees to combine remote work with office work, while maintaining the quality of our services to our clients."