Accounts Payable Coordinator (Flexible Part-time)

We are seeking a part-time, detail-oriented and organized Accounts Payable Coordinator to join our dynamic agency. The ideal candidate will be responsible for processing invoices, ensuring timely payments to vendors, maintaining accurate financial records, and supporting the overall efficiency of the accounts payable department. This role is critical in maintaining strong relationships with our creative partners, suppliers, and internal teams.

We are open to a schedule of four hours each day or two full days (8 hours per day).

KEY RESPONSIBILITIES

Invoice Processing

1. Review and verify invoices for accuracy and proper authorization, with a focus on media buys, production costs, and other advertising-related expenses.
2. Enter invoices into the accounting system and ensure correct coding to general ledger accounts.
3. Match invoices with purchase orders and contracts.

Payment Processing

1. Prepare and process electronic transfers, ACH payments, and check runs.
2. Ensure timely payment of vendor invoices, including freelance talent, production vendors, and media partners.
3. Maintain the accounts payable aging report and prioritize payments accordingly.

Vendor Relations

1. Communicate with vendors to resolve invoice discrepancies and payment issues, particularly those in the media and advertising space.
2. Respond to vendor inquiries in a timely and professional manner.
3. Maintain positive relationships with vendors and internal stakeholders, including the creative, production, and media planning teams.

Record Keeping and Reporting

1. Maintain accurate and organized accounts payable files and records, with a focus on project-specific expenses.
2. Assist with month-end and year-end closing processes, including account reconciliations.
3. Prepare and distribute accounts payable reports as needed, with insights on project budget tracking.

Compliance and Process Improvement

1. Ensure compliance with company policies, procedures, and relevant regulations.
2. Identify opportunities for process improvements and assist in implementing best practices.
3. Assist in developing and updating accounts payable policies and procedures.

QUALIFICATIONS

Experience

1. Minimum of 2 years of experience in accounts payable or a related financial role, preferably in the advertising or media industry.
2. Experience with accounting software and ERP systems (e.g., Acumatica, SAP, Oracle).

Education

1. AA degree in Accounting, Finance, or related field a plus.

Skills and Abilities

1. Strong attention to detail and accuracy.
2. Excellent organizational and time management skills.
3. Proficient in Excel.
4. Strong communication and interpersonal skills.
5. Ability to work independently and as part of a team.
6. Problem-solving skills and ability to handle multiple tasks in a fast-paced environment.
7. Familiarity with advertising and entertainment industry terms and processes is a plus.