Media Coordinator

Job Overview

The Media Coordinator is the operational backbone of Civilian's media team, owning the day-to-day execution and stewardship of integrated media campaigns. You'll ensure campaigns launch on time, on budget, with zero errors; managing asset grids, trafficking creative, coordinating with vendors, and keeping meticulous records of all campaign activity.

You’re highly organized and detail-oriented, with a strong sense of ownership over your work. You like knowing where campaigns stand at any given moment and feel confident managing timelines, assets, budgets, and documentation behind the scenes. You’re comfortable coordinating across teams and vendors, following established processes, and anticipating issues before they affect a launch.

You’re curious about media and motivated to learn. You ask thoughtful questions, communicate clearly, and understand that disciplined execution is what allows strategy and creative work to succeed.

Civilian is a values-driven marketing communications agency that believes how we work matters as much as what we create. As a Certified B Corporation, we partner with organizations working to improve lives, strengthen communities, and create positive social change.

Our work spans mental health and wellness, youth suicide prevention, reducing the effects of adverse childhood experiences, environmental sustainability, education, and inclusive economic development. We approach complex challenges with curiosity, empathy, and rigor, using strategy and creativity to help move people, policy, and systems forward.

Our culture is grounded in five core values: seek first to understand, practice we over me, operate with integrity, rise to the challenge, and make things better.

With headquarters in San Diego and offices in Sacramento and Washington, DC, Civilian attracts people who want to do meaningful work, grow professionally, and have fun along the way. We support our team with humane working hours, meaningful benefits, and a culture designed to last.

• Build and maintain asset grids as the central tracking tool for all media campaigns
• Create insertion orders (IOs) and broadcast orders (BOs) in Workamajig/WAM (our agency management tool) with accuracy and attention to detail
• Organize campaign trafficking: set up External Drive folders, coordinate asset delivery from Creative/Digital teams, apply UTM parameters, and deliver to vendors on schedule
• Track trafficking status, confirm campaign launches, and flag any issues before they become problems
• Serve as day-to-day point of contact with media vendors for execution questions (specs, confirmations, delivery verification)

• Chase down vendor invoices by the 5th of each month; coordinate with Billing Coordinator to ensure timely processing
• Update media flowcharts with actuals as invoices come in; maintain accurate budget pacing
• File all campaign documentation: signed IOs/BOs to Internal Drive, trafficking confirmations, proofs of performance
• Keep the paper trail clean and organized so anyone can find what they need

• Pull media consumption research (MRI-Simmons, competitive data) to inform planning
• Organize vendor proposals during RFP process; create comparison grids for team review
• Compile research and background materials for strategy development (you'll learn by doing the legwork)

• Gather raw performance data from vendor dashboards and platforms
• Populate reporting templates with campaign metrics
• Take screenshots and pull proof-of-performance for client deliverables
• Flag observations or anomalies for Media Director to evaluate

• Attend media planning and client meetings
• Build appendix materials and format presentation decks
• Take notes and track action items from internal meetings

• 1-2 years of experience in media, advertising, or marketing coordination
• Exceptional organizational skills with obsessive attention to detail
• Proficiency in Excel/Google Sheets (you'll live in spreadsheets)
• Strong written communication for vendor…