Billing coordinator – Brussels

 

 

The Interpublic Group of Companies, Inc (IPG) is an American multinational advertising and public relations company, covering a wide range of brands such as McCann Erickson, Draftfcb, Lowe & Partners, Weber Shandwick, Octagon, Golin , Jack Morton and few others. It is one of the “big four” global advertising agency. It has more than 40,000 employees globally.

Its subsidiaries specialize in consumer advertising, interactive marketing, media planning and buying, public relations and other specialized disciplines like public affairs,  sports and event marketing.

IPG Belgium a subsidiary of IPG runs a shared service center and takes care of the accounting and reporting of 20 entities of the group located in France, Belgium and the Netherlands.

IPG Belgium  has an opening for a billing Coordinator. This position reports to the business manager.

 

Essential Job Functions and Responsibilities

• In charge of monthly billing cycle  :
• Collect data from Account Managers (client proposals, client contracts, purchase orders, other persuasive evidence)
• Create and maintain client master data
• Create and maintain the contract in the ERP system SAP
• Maintain the billing list, follow-up with the Account Leads on the completion of the jobs
• Create draft invoices, first review of the invoices for accuracy and VAT compliance
• Send invoices for approval to Account Managers, receive edited draft invoices and prepare final invoices
• Resolve billing issues
• Follow up work in progress, compare cost budget of projects with actuals
• Prepare Project related journal entries (time transfers and cost transfers)
• Follow-up intercompany projects with other agencies of the group and liaise with other offices within the network to ensure fees and costs are billed on time
• Check accuracy of  Time entry :
• Chase consultants
• Perform basis analysis (time and costs entered on the correct job)
• Resolve time entry issues
• Assist on special projects as requested by Business Manager/Finance Director
• Customer Service :
• Responsive to internal and external requests
• Provide high quality support
• General admin support : filing invoices and projects, prepare audit questions

Quality control, management reporting

• Maintain and update client files (masterdata, contracts, purchase orders etc)
• Prepare activity reports for the Account Leads
• Work with Account Leads to prepare intercompany agreements
• Ensure efficient and accurate billing proces
• Maintain internal controls
• Provide ad hoc financials on projects to the account teams
• Meet deadlines

Profile

The ideal candidate has an experience  in Finance and/or Accountancy with 1-3 years relevant experience preferably in an international professional services company. The ideal candidate has a good business understanding and is familiar with billing in a service environment .  Fluently in Dutch and English is required. Good understanding of ERP preferably SAP is a plus. Good general IT literacy with advanced expertise in Excel.

 

Required strong points

• Accounting working knowledge
• Communication skills: build up relationship with colleagues
• Well-structured and organized
• Multitasker
• Ability to anticipate work needs and will follow through minimum direction
• Capable of meeting stringent deadlines while juggling many projects at once in a fast-moving environment
• Stress resistant
• Dynamic and flexible

Training

Internal coaching and training will be provided.

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PUBLIC RELATIONS MANAGER, Integrated Media Belgian Market

 

About Us

Weber Shandwick is a leading global communications network that delivers next-generation solutions to brands, businesses, and organizations in major markets around the world. As part of the wider Interpublic Group, we combine global reach with a strong local footprint – serving clients both locally and internationally. Guided by world-class strategic and creative thinkers, we have earned some of the most prestigious awards in the industry.

At Weber Shandwick, we believe in contributing value to earn value—whether that’s earned media, attention, reputation, loyalty, or business. Our culture is dynamic, inclusive, and open-minded. Here, you can be yourself, take ownership of your impact, and collaborate with a diverse team of media experts, strategists, creatives, digital specialists, and policy advisors. We invest in your growth and foster a supportive environment where creativity and innovation thrive.

 

About The Job

We are looking for a motivated, creative, and enterprising Public Relations Manager with around 5 years’ experience in integrated communications and media relations. You will work on a diverse portfolio of clients active in the Belgian market and internationally, spanning sectors such as professional services, sustainability, food & agriculture, technology, and healthcare.

In this role, you will develop and implement integrated communication strategies that enhance our clients’ presence and reputation across both traditional and digital channels. You will lead integrated campaigns, conceptualize creative activations, and deliver strategic insights through powerful social and analytics tools.

You will thrive in a fast-paced, collaborative environment, managing relationships with clients, media, and colleagues at all levels. Fluency in Dutch and/or French, along with a strong command of English, is essential.

 

What You’ll Be Doing

• Maintain daily client contact, serving as a trusted resource and advisor.
• Translate communications plans and strategies into day-to-day tactics.
• Counsel clients and colleagues on establishing effective relationships with stakeholders.
• Lead or co-lead story mining sessions with subject matter experts and client executives; develop news-making story angles that drive strong results.
• Understand news cycles, cultural shifts, industry trends and issues that directly and indirectly affect the client and analyze and distill meaningful insights from media coverage in Belgium. Understanding of the pan European/Brussels media landscape is a plus.
• Generate story ideas and topic angles, draft media materials, and pitch media to land earned coverage.
• Develop strategic messaging; support creation of integrated media plans and proposals.
• Measure and report campaign impact using social and analytics tools to continuously optimize results.
• Collaborate across teams, contribute to agency development, and assist with new business opportunities.
• Mentor and support junior team members, fostering their professional growth and success.

 

What We’re Looking For

• Around 5 years’ experience in public relations, agency or in-house, with a strong track record in media relations and integrated communications.
• Proven expertise in corporate communications, integrated strategy, media relations and thought leadership – preferably in professional services, HR, sustainability, food & agriculture, technology, or healthcare.

• Established relationships with Belgian media (reporters, editors, podcasters, freelancers and contributors). Knowledge of the pan-European/Brussels media landscape is a plus.

• Demonstrated success with media strategy, story development, and pitching and content creation.
• Experience writing PR plans and proposals with clarity and strategic insight.
• Ability to work independently and collaboratively within a team-oriented, fast-paced environment.
• Excellent oral and written business communication skills, with the ability to instill confidence in clients and colleagues.
• Strong project management skills and a proactive, adaptable approach to change and challenges.
• Proactive character, able to navigate changeable and fast-paced environments with high expectations.
• Fluent in Dutch and/or French, good command of English.

 

Why Join Weber Shandwick?

• Work with some of the most respected brands and innovative clients in Belgium and around the world.
• Join a diverse, inclusive, and award-winning team that values your unique perspective.
• Enjoy a culture that encourages creativity, collaboration, and continuous learning.
• Thrive in a supportive environment that balances high expectations with respect and work-life harmony.

Ready to Make an Impact?

If you’re passionate about shaping stories, building reputations, and driving integrated communications that deliver real results, we want to hear from you!

 

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POSITION: Vice President (Associate Director), Healthcare Public Affairs & Policy

PRACTICE: HEALTH

LOCATION: BRUSSELS

 

A little bit about us in Health

It’s never been a more challenging and exciting time to work in health communications. Artificial intelligence, data-driven insights and tangible tech solutions are all being used to communicate with a public – including patients, healthcare professionals and media – who are more engaged than ever before. At Weber Shandwick, we’ve always been on the front foot when it comes to innovation within the industry. We delve deeper to deliver genuine impact, empowering audiences to manage their own health whilst meeting business objectives for our clients.

It’s no surprise that big changes call for bold approaches. While Health is a serious business, campaigns can still be engaging and inspiring! Our diverse team is known for bringing science to life through digital innovation and multi-platform creative work. We handpick the best talent in the industry to include not only science communicators, but also specialists in strategy and planning, health analytics & digital experts, award-winning creatives, media experts & corporate & public affairs specialists to name but a few, to help our clients seamlessly navigate the ever-changing landscape. At Weber Shandwick, we push boundaries in health to deliver meaningful and industry leading inclusion offerings such as the Weber Shandwick Women’s Health and Health Equity initiatives.

 

Role Summary

We are looking for a Vice President (Associate Director level) candidate with solid experience in healthcare public affairs & policy, to join our impressive Health team in Brussels. Reporting to the Head of Health, you will support in leading a team of EU & Global health communications and policy specialists whilst also building on the success of WS in corporate healthcare; to expand and propel the business forward. As part of this, we are looking for a candidate who can bring fresh thinking, new business opportunities and prospects in pharma and health and a proven track record in securing organic growth

Your primary responsibility is to support in leading and managing the client portfolio, including large pharmaceutical and biotech companies, patient advocacy groups and medical societies. You will be the senior point of contact for clients, understanding their needs, and translating them into effective integrated communications and advocacy strategies. As a senior member of the team, you are responsible for maintaining client satisfaction, managing client relationships, and ensuring that projects are executed in alignment with the clients’ expectations & goals. 

The SVP Lead will also take charge of resource allocation for their clients, taking into account the budgets & the required skill sets working in close collaboration with the expertise members across The Weber Shandwick Collective. This involves understanding the expertise required for each project and communicating these needs to the appropriate expertise leads. 

 

CLIENT AND WORK:  

• Leads client and inter-agency relationships, including all aspects of a client relationship and integrated account team   
• Develops fully integrated plans, from the big idea through to media strategy by leveraging agency expertise and corralling integrated teams

• Demonstrates a thorough understanding of how to design and implement public affairs, advocacy and issues management campaigns on behalf of pharma and biotech companies, medical associations and patient groups

• Supports business development, strategic program planning, and the development of creative concepts

• Acts as effective, two-way translator between clients and integrated teams, actively counseling development of work in best interest of all parties

 

LEADERSHIP AND TALENT DEVELOPMENT:  

• Reports to the Head of Health and mentors account leads & portfolio team members.  You will also partner closely with our teams across the broader EMEA health & corporate business as well as developing close relationships with health & corporate leads in both Brussels and across other EMEA offices to navigate additional business opportunities and help drive new business into Brussels.

• Mentors, coaches and develops direct reports to deliver high performance while supporting personal and professional development goals

• Actively participates in the hiring and onboarding of talent; Supports and develops processes to enhance inclusive hiring practices for team

 

GROWTH AND BUSINESS DEVELOPMENT:  . 

• Identifies new areas of growth with existing clients and introduces specialists to expand assignments; Actively participates in new business pitches

 

What we’re looking for

• 8-10 year’s proven experience working on EU & Global Public Affairs & Policy campaigns for the healthcare sector, particularly pharma & biotech.
• Ideally experience of working in an agency environment, having reached Account Director level 
• EU Citizen and currently living in Brussels
• Strong communicator combined with strong project management and people management skills.
• Fluent in English

 

What do we offer?

Weber Shandwick Brussels offers invaluable opportunities for enthusiastic and driven individuals to grow as Public Affairs professionals. We offer a competitive salary with excellent benefits (mobile phone, group insurance, hospitalization & extra medical costs insurance, a representation allowance, lunch vouchers), 20 days annual leave + 10 days extra legal holidays, and flexible working (including up to 6 weeks working from abroad).

We are a global company so we offer the advantages of a big firm, including leading-edge AI and analytics tools and the resources to invest in your personal and professional growth. But, at our heart, we still have the spirit of the small company we used to be: entrepreneurial, ambitious, fun. We are known for our imaginative and powerful campaigns that drive policy change, great client relations, collaboration, and teamwork – and our success is down to our amazing people. We look for original thinkers, who are passionate about policy and politics, and have a point of view, those who are constantly curious, commercially-driven, deliver to a high standard, and are keen to contribute to our success. 

 

About us

Weber Shandwick is a leading global communications network that delivers next-generation solutions to brands, businesses, and organizations in major markets around the world. Led by world-class strategic and creative thinkers and activators, we have won some of the most prestigious awards in the industry. The Weber Shandwick Collective is part of the wider Interpublic Group.

With over 15 different nationalities in the office, Weber Shandwick Brussels truly represents the heart of Europe. We’re lucky to attract some of the best minds in PA, PR & Comms. At Weber Shandwick, you can be yourself and own your impact. We encourage an inclusive work environment where being authentic, caring for each other, and being entrepreneurial is part of our core values. We foster a culture of growth and collaboration, we celebrate the hard work we do, and we care for each other’s wellbeing while doing it. Come work with us and be a part of shaping culture.

 

Note from the Talent Acquisition Team

Weber Shandwick is an Equal Opportunities Employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin or disability status. We make our careers website accessible to all users, if you need accommodation to participate in the application process, please let your Recruiter know. We got you!

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