Media Buyer

Summary/Objective:

The Media Buyer is responsible for the accurate execution, monitoring, documentation, budget control, and reconciliation of approved traditional media buys. This role works closely with the Media Planner to ensure that all buys are implemented according to the approved media plan, budget, schedule, negotiated terms, and client requirements.

The Media Buyer is the operational backbone of the media department — ensuring that every placement runs as planned, every budget is accounted for, and every discrepancy is resolved. This role demands exceptional organizational discipline, numerical accuracy, and the professional relationships to get issues resolved quickly and effectively with media vendors.

Essential Duties and Responsibilities:

Reasonable accommodations may be made to enable employees with disabilities to perform the essential functions

• Execute approved media buys according to the media plan, budget, rates, schedules, placements, and conditions authorized by the Media Planner or Head of Media Investment.
• Prepare and maintain media orders, advertising schedules, campaign calendars, purchase orders, and all related buying documentation.
• Confirm that all orders accurately reflect the approved stations, programs, publications, markets, formats, dates, times, units, rates, placements, and added-value elements.
• Monitor campaign delivery and ensure that media placements run according to the approved schedule, budget, and agreed conditions.
• Identify preemptions, missed spots, under-delivery, incorrect placements, schedule changes, or other discrepancies, and follow up with media vendors until fully resolved.
• Recommend operational adjustments that may improve delivery, budget utilization, and campaign effectiveness, subject to Media Planner approval.
• Coordinate approved makegoods, credits, replacement placements, and schedule corrections with media representatives.
• Maintain control of assigned budgets by tracking authorized, ordered, committed, billed, credited, and actual expenditures.
• Review invoices against approved orders, schedules, rates, confirmations, and proof of performance; resolve billing discrepancies as needed.
• Maintain accurate and organized records of media orders, schedules, approvals, invoices, credits, makegoods, affidavits, and proof of performance.
• Monitor competitors' traditional media activity and notify the Media Planner of relevant changes in media usage, placement, or scheduling.
• Build and maintain professional working relationships with approved media sales representatives and vendor contacts.
• Manage multiple client accounts, media buys, schedules, budgets, vendors, and deadlines simultaneously.
• Provide timely updates to the Media Planner regarding campaign execution, delivery, budget status, billing issues, and outstanding documentation.
• Collaborate with internal teams to support the coordination of integrated campaigns, including schedules, materials, deadlines, status updates, and documentation.
• Support the Media Planner and other internal teams as needed.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Essential Functions:

Campaign execution & placement management

• Place, confirm, and maintain all approved traditional media buys across assigned client accounts.
• Verify that every order accurately reflects approved parameters — stations, programs, formats, rates, dates, and placements — before campaigns go live.
• Monitor live campaign delivery daily, flagging delivery issues, preemptions, or missed placements immediately upon detection.

Budget tracking & financial reconciliation

• Track all budget activity across authorized, ordered, committed, billed, credited, and actual spend for each assigned campaign.
• Audit invoices against approved orders and proof of performance; initiate and resolve billing discrepancies with vendors in a timely manner.
• Maintain a current and accurate budget status report for each active campaign, available for review by the Media Planner at any time.

Vendor management & issue resolution

• Serve as the primary operational contact for media vendor representatives on all buy-related matters.
• Negotiate and coordinate makegoods, credits, and schedule corrections when placements do not run as contracted.
• Maintain professional vendor relationships that support efficient issue resolution and long-term agency credibility.

Documentation & reporting

• Maintain complete, organized, and audit-ready records for all media orders, approvals, invoices, affidavits, and proof of performance.
• Provide regular campaign execution and budget status updates to the Media Planner and account teams.
• Support the Media Planner in preparing client-facing reports and documentation as needed.

Special projects

• Develop and implement projects and programs to standardize buying processes, improve operational efficiency, and reduce or contain costs.

Supervisory Responsibility:

This position has no direct supervisory responsibilities. The Media Buyer works as an individual contributor within the Media Department, operating in close coordination with the Media Planner and reporting to the Head of Media Investment.

Job Competencies:

Attention to detail: Catches discrepancies in rates, placements, schedules, and invoices before they become problems — accuracy is the core deliverable of this role.

Organizational excellence: Manages multiple buys, vendors, budgets, and deadlines simultaneously without losing track of any moving part.

Numerical & analytical ability: Comfortable working with budgets, rates, delivery figures, and billing data — can spot a discrepancy quickly and resolve it accurately.

Problem solving: Identifies issues — preemptions, missed spots, billing errors — and resolves them with vendors quickly and professionally.

Communication & listening: Communicates clearly with media vendors, the Media Planner, and account teams — keeping everyone aligned on status, issues, and resolutions.

Time management : Prioritizes effectively across multiple active campaigns and client accounts, meeting deadlines consistently in a fast-paced media environment.

Preferred Education and Related Experience:

• Bachelor's degree in Marketing, Communications, Advertising, Business, or a related field preferred; a minimum of 2 years of college education with relevant experience will be considered.
• 1+ year of media buying experience, with demonstrated knowledge of traditional media channels — TV, radio, print, OOH, and/or digital.
• Experience managing media orders, schedules, and vendor relationships in an agency or media-buying environment is strongly preferred.
• Exposure to media billing, invoice reconciliation, and budget tracking processes is a meaningful advantage.
• Familiarity with media buying platforms, scheduling tools, or traffic management systems is a plus.

Knowledge and Critical Skills Required:

Technical & operational skills

• Excellent computer skills; proficiency in Microsoft Office, particularly Excel, for budget tracking, scheduling, and reconciliation.
• Strong mathematical ability for rate calculations, budget management, and invoice verification.
• Familiarity with media buying, traffic, or campaign management platforms.
• Understanding of traditional media formats — TV, radio, print, OOH — including terminology, scheduling mechanics, and proof of performance documentation.
• Working knowledge of digital marketing and technology platforms as they relate to integrated campaign coordination.

Professional skills

• Excellent written and verbal communication in both English and Spanish.
• Strong critical thinking skills — able to identify root causes of discrepancies and propose practical solutions.
• Proven ability to multitask across multiple clients, campaigns, and vendors without compromising accuracy or responsiveness.
• Familiarity with web standards and digital advertising basics as they apply to cross-channel campaign coordination.
• Demonstrated integrity in handling confidential budget, rate, and client information.

Physical Demands & Travel:

• This role is primarily office-based and desk-intensive, requiring sustained use of computers, screens, and communication tools.
• The employee is regularly required to talk, hear, and communicate — both in person and via phone and digital channels.
• Frequent use of hands, fingers, and arms for computer work, handling documents, and reaching as needed in a standard office setting.
• Occasional light lifting of up to 10 pounds may be required.
• Specific vision requirements include close vision and color vision for reviewing schedules, rates, and documentation with accuracy.
• Travel is not a regular requirement for this role; occasional vendor or client visits may arise as needed.
• All physical requirements are subject to reasonable accommodation as needed.

Work Environment:

• Standard in-office work environment with normal noise levels typical of an open-plan advertising agency setting.
• Standard Monday–Friday schedule; campaign deadlines, vendor cut-off times, and billing cycles may occasionally require additional availability around key dates.
• Fast-paced department environment where multiple campaigns, clients, and vendor relationships are active simultaneously — the ability to stay organized and composed under pressure is essential.
• Regular coordination with the Media Planner, account teams, and media vendor representatives is a daily feature of this role.
• Must be comfortable working with confidential client budget information and handling sensitive vendor rate negotiations with discretion.