Overview:
The Administrative Analyst is responsible for managing CoOp reimbursement claims. This includes submitting advertisements for pre-approval and compiling all necessary documents to file CoOp reimbursement claims on behalf of clients for advertising expenditures. The CoOp department processes approximately $15 million in reimbursement claims for clients each year. Additionally, the Administrative Analyst will support the Accounting Department with various tasks, including monthly client billing and other accounting and finance-related duties.
Responsibilities:
- Become proficient in compliance and pre-approval procedures, as well as CoOp claim submissions for each client and the various auto manufacturers.
- Understand the differences between compliance-based and strike-based clients/manufacturers, and collaborate with Client Service team members to enhance their understanding.
- Maintain daily CoOp Status Reports for the entire company using an Excel spreadsheet, and monitor deadlines for CoOp claim submissions.
- The Administrative Analyst (CoOp, Compliance, Administrative) will keep CoOp advertising reference materials current and organized in binders for easy access.
- Work with client services teams to support the submission of radio, TV, direct mail, newspaper, digital, and other advertisements for pre-approval on behalf of all clients/manufacturers.
- Email scripts to various radio and TV stations for notarization. Collect invoices, postal receipts, tear sheets, screenshots, notarized scripts, and other documents needed for CoOp reimbursement claims.
- Monitor client CoOp claims to confirm approval, denial, or missing documents. Follow up on any denied or incomplete claims as necessary.
- Establish and maintain relationships with Ansira, SESIMI, and other CoOp managing entities regarding pre-approval submissions and claims. Build strong working relationships with agency partners, media representatives, and automobile dealer support staff.
- Assist and support the Accounting and Administrative Department with tasks such as client billing and other administrative duties.
Requirements:
· Bachelor’s degree or equivalent work experience
· Extremely detail-oriented to avoid making errors and to catch errors made by others
· Proficient in Microsoft Office, including Word, Outlook, PowerPoint, and Excel
· Strong mathematical competency and understanding of formulas used in Excel
· Excellent organizational and time management skills with the ability to multitask
· Proficient in utilizing the internet and web browsers, including Ansira, SESIMI, and other CoOp managing entity websites, for pre-approvals and claim submissions
· Strong communication and interpersonal skills with the ability to communicate clearly and concisely
· Ability to work under pressure and in a fast-paced environment to meet deadlines
· Must be flexible, friendly, and positive with a demonstrated ability to work well with different personalities
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