Media Specialist

About the role

The Media Specialist manages media operations for the Brand Marketing department, including contract documentation, billing accuracy, invoice reconciliation, and financial tracking throughout the contract and budget lifecycle. The role also provides support for live and digital on-site media events and campaign execution. It requires a detail-oriented, highly organized professional who can thrive in a fast-paced, creative environment. Serves as a key liaison between external vendors, agencies, partners, and internal departments such as purchasing, accounting, finance, IT, Legal, risk management, surveillance, Gaming, and Tribal Brand Marketing. Ensures all media campaigns, contracts, billing, and invoicing are executed accurately, comply with company policies, and meet regulatory requirements.

Responsibilities

• Partners with in-house media planners/buyers, digital marketing specialists, contracted agencies, and media vendors/partners to coordinate media assets and deliverables with the in-house production team to ensure on-time execution of media ad campaigns.
• Independently handles entry of media assets into the Workfront production system and verifies ad deadlines, traffic instructions, and delivery to media vendors.
• Creates, updates, and maintains the media creative grid report and verifies information entered for accuracy and execution.
• Direct oversight of media promotional events and campaigns, including entertainment ticket scheduling and distribution across media platforms. Ensures compliance with applicable company policies and requirements for ticket comps, while coordinating and assisting with delivery of creative media assets and promotional materials for execution.
• Monitors the execution of ongoing traditional and digital media campaigns to ensure campaign performance delivery.
• Coordinates with media vendors to secure TV/radio airchecks for proof of performance, ensures print tear sheet delivery, and assists media buyers/digital marketing specialists in verifying digital website hyperlink functionality, as well as digital web banner and search placement accuracy.
• Independently handles accurate billing and reconciliation by reviewing contracts, statements of work (SOWs), and rate cards to validate billing terms and conditions. Prepares, reviews, and processes invoices ensuring accuracy, completeness, and compliance; reconciles invoices against contracts, purchase orders, and services rendered; identifies, investigates, and resolves billing discrepancies and coordinates corrections with vendors and internal stakeholders.
• Tracks billing milestones, usage-based billing, and recurring charges; maintains billing documentation and audit trails for financial accuracy and compliance.
• Oversees the contract lifecycle, including creation, review, execution, amendments, renewals, and terminations. Maintains organized, accurate, and up-to-date contract files and systems; monitors contract timelines, key deliverables, expiration dates, and required notices; ensures contract compliance with company policies, internal controls, and regulatory standards.
• Partners with Legal and Procurement to ensure proper contract language and approvals and provides documentation and support for internal and external audits.
• Performs other duties as assigned to support the efficient operation of the department.

Requirements

• High School Diploma or GED required.
• Minimum two (2) years experience in media planning and buying, media campaign, digital marketing, and agency experience required.
• Minimum one (1) year experience in building relationships with customers, clients, and/or vendors required.
• Related, relevant, and/or direct experience may be considered in lieu of minimum educational requirements indicated above.

Skills

• Demonstrates strong experience partnering with vendors, agencies, and service providers to deliver media operations, event coordination, and talent/vendor management, ensuring projects are executed on time and within scope.
• Working knowledge of purchase order and invoicing processes, with experience managing budgets, tracking expenses, reconciling vendor billing, and maintaining accurate financial records in compliance with internal controls.
• Experience working in regulated industries with strong understanding of compliance requirements, ensuring all media, contracts, and entertainment activities align with legal and organizational standards.
• Exceptional communication and interpersonal skills, with the ability to engage effectively with cross-functional stakeholders, leadership, and external partners.
• Strong analytical and problem-solving skills with a detail-oriented, results-driven approach, coupled with the ability to quickly learn, take initiative, and collaborate effectively in team environments.
• Provides strong compliance oversight for confidential, time-sensitive information, ensuring all media, contracts, and entertainment activities meet legal standards while securely managing sensitive data and documentation.
• Strong organizational and time management skills, with the ability to prioritize multiple tasks and deadlines while maintaining accuracy in a fast-paced, multi-project environment.
• Strong familiarity with production of integrated marketing campaigns across traditional and digital media, including proficiency with project management tools such as WorkFront.
• Provides comprehensive administrative and operational support to marketing leadership, including scheduling, event coordination, cross-functional collaboration, and management of meetings, travel, and confidential records.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and document management systems.

Licenses & Certifications

• At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.
• Valid driver’s license and vehicle insurance with minimum liability limits is required for regular commuting between locations.

Physical Requirements

• Primary work environment is in a climate-controlled office setting.
• Work requires travel to attend meetings, trade shows, and conferences.
• May be required to work evening, weekend, and holiday shifts.
• Must be able to work in a fast-paced, high-demand environment.
• Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects and/or move up to 40 pounds occasionally.
• Sedentary work: involves sitting most of the time. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Physical activities that apply to the essential functions of the position are balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions.
• Hearing sufficient to hear conversational levels in person, via videoconference, and over the telephone.
• Speech sufficient to make oneself heard and understood in person, in front of groups, in meetings, via videoconference, and over the telephone.
• Visual acuity that meets the requirements of the position: close visual acuity to perform activities such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading; and visual inspection of employees, visitors, or facility.
• Mobility sufficient to safely move in an office environment, walk, stoop, bend, and kneel, and enter, exit, and operate a motor vehicle in the course of travel to promotional events, meetings, conferences, trade shows, and San Manuel properties.
• Endurance sufficient to sit, walk, and stand for extended periods, and maintain efficiency throughout the entire work shift and during extended work hours.
• May be exposed to fumes or airborne particles including secondhand smoke.
• Reasonable accommodation will be made in compliance with all applicable laws.