Job Description
Kelly Scott Madison—KSM—is a leading, independent media and advertising agency that futureproofs brands and fuels business growth. Our team of strategists, solutionists, technologists, and data analysts work united alongside incredible brand partners, helping them connect with customers in more meaningful ways today and positioning them to move with the customers of tomorrow. It’s always an amazing and transformative time at our growing media agency.
At KSM, it’s about more than just a passion for our industry and craft. It’s about the impact we make on the lives and livelihoods of those around us, and the highly personal experience we have here. Being an independent, mid-size agency—not too big, not too small, and proudly entrepreneurial—you’ll be empowered, recognized, and challenged to grow here. We’re adding new Bold Builders and uncommon perspectives to our community and can’t wait to learn more about you. But first, let’s explore the opportunity…
We are seeking a highly organized, detail-oriented administrator to support our Video/Audio and Out-of-Home investment team. This role focuses on coordination, data accuracy, and consistent execution across reporting, billing, system updates, and day-to-day workflow support.
What you’ll do:
- Provide day-to-day administrative and operational support to the investment team
- Coordinate across internal teams and external partners to keep projects organized and moving forward
- Help ensure work is completed accurately, on time, and within established workflows
Position Summary:
As an Investment Operations Coordinator, you are a dependable, detail-oriented partner who helps keep the team organized and on track. Work is completed accurately and on time, systems are consistently maintained, and team members can rely on you to follow through on the details that keep everything running smoothly. You succeed by executing consistently, staying on top of details, and bringing a strong sense of ownership and accountability to your day-to-day work.
Key responsibilities and the ways you’ll make an impact:
- Coordinate needs across client leads, production partners, and Out-of-Home vendors to support smooth execution and clear communication
- Track, manage, and help resolve make-goods to ensure placements are reconciled accurately and efficiently
- Review invoices, investigate discrepancies, and support billing resolution with strong attention to detail
- Prepare and distribute weekly, monthly, and quarterly reporting to keep teams informed and organized
- Maintain accurate updates in Mediaocean (Spectra OX and Prisma) to support workflow integrity and reporting accuracy
- Support client leads with reporting, KPI tracking, data entry, and data management across assigned work
Qualifications and experience required:
- Experience in an administrative, coordinator, or operations-focused role where you owned data entry, reporting, or system updates
- Advanced comfort with Microsoft Office—especially Excel—as a daily tool for tracking, organizing, and maintaining data
- Exceptionally detail-oriented—you take pride in accuracy and keep systems and data clean, consistent, and reliable
- You genuinely enjoy working in the weeds, managing data, reports, and processes that keep the business running smoothly
- Exposure to tools like Mediaocean (Spectra OX and Prisma) is a plus; you’re naturally quick to learn and navigate systems
- A dependable, team-oriented communicator who follows through and ensures nothing slips through the cracks
What success looks like:
- Within 3 months: You’ve built familiarity with the team’s systems, workflows, and reporting needs, and are providing reliable support across core responsibilities
- By 6 months: You are contributing to a more organized and efficient team environment through accurate system management, timely reporting, and consistent coordination
- By 12 months: You are a trusted support partner to the team, known for accuracy, responsiveness, and reliable execution
Benefits we offer:
We’ve got you covered – and we’re not just referring to robust health insurance. To us, coverage is about supporting your full experience and whole self, from inclusive benefits, flexibility, and an appreciation for time away, to recognition, professional development, and growth opportunities.
- Talent Enablement: Career pathing, integrated learning ecosystem, mentorship, and employee recognition
- Financial: Competitive compensation,401(k) with company match, pre-tax programs, referral rewards, and a remote work reimbursement
- Wellness: Comprehensive health insurance (medical, dental, vision, pet, and life), onsite fitness center covered 100%, discounted membership rates at partner gyms and access to virtual fitness classes, Employee Assistance Program (EAP), and curated opportunities to nurture your breaktime
- Balance: Personalized Paid Time Off (i.e., “Unlimited PTO”), remote work flexibility, paid parental leave (maternity, paternity, and adoption), and a variety of Employee Resource Groups
- Giving Back: Volunteer opportunities and corporate donation matching through KSM Cares Outreach, our Corporate Social Responsibility program
