This role supports the agency’s Controller group and is responsible for the accurate and timely processing of vendor invoices, maintenance of vendor records, preparation of payment runs, and reconciliation of vendor accounts. The role works closely with Finance, Media, Production, Operations, and other agency teams to ensure vendor costs are appropriately authorized, coded, and paid.
The position will also support media-related payables by matching vendor invoices to approved media orders or schedules, researching discrepancies, and coordinating resolution with Media teams. This is an ideal opportunity for an early-career accounting professional interested in developing broader agency accounting and month-end close experience.
What you'll be doing:
Vendor onboarding and management
- Coordinate the onboarding of new vendors, freelancers, contractors, production partners, and media suppliers.
- Collect and review required vendor documentation, including W-9s, payment instructions, contacts, payment terms, and other supporting information.
- Create and maintain accurate vendor records within the agency’s accounting system.
- Review vendor setup requests for completeness, proper approval, and potential duplicate records.
- Support the independent verification of new or changed banking instructions in accordance with agency fraud-prevention procedures.
- Maintain organized and current vendor documentation to support annual reporting, internal reviews, and external audits.
- Respond to vendor questions regarding invoice status, payment timing, missing documentation, and account discrepancies.
- Help maintain positive working relationships with agency vendors through timely and professional communication.
Invoice & Payment preparation
- Monitor designated AP inboxes and ensure invoices are captured, logged, and routed for approval.
- Enter approved invoices and credit memos accurately and promptly into the agency’s financial system.
- Identify duplicate invoices, incorrect billing entities, missing information, or other processing exceptions before posting.
- Follow up with internal budget owners and vendors to resolve incomplete or disputed invoices.
- Ensure direct client costs, production & media costs, and agency overhead expenses are properly classified.
- Maintain complete invoice and approval documentation in accordance with record-retention and audit requirements.
- Review open invoices and prepare scheduled payment runs based on due dates, payment terms, vendor status.
- Confirm that invoices included in payment runs have appropriate approval and supporting documentation.
- Distribute remittance information and respond to vendor inquiries after payments have been released.
Reconciliations and month-end close
- Assist with reconciliation of the AP subledger to the general ledger.
- Support the review and clearing of aged AP balances and unreconciled media payables.
- Prepare close schedules, reports, and supporting documentation for Controller review.
- Assist with the reversal or clearing of accruals when corresponding vendor invoices are received.
- Support year-end close and 1099 preparation
Controls, compliance, and process improvement
- Protect confidential vendor, banking, tax, client, and agency financial information.
- Assist in identifying duplicate vendors, suspicious invoices, irregular payment requests, or unauthorized changes to vendor information.
- Support compliance with 1099 reporting and other vendor-related tax requirements.
- Identify recurring invoice-processing issues and recommend improvements to AP workflows.
- Support implementation and ongoing use of invoice automation, vendor-management, and electronic-payment tools.
- Assist with ad hoc accounting projects and other Controller-team priorities.
Suggested qualifications:
- 0–2+ years of experience in accounts payable, vendor management, bookkeeping, or junior accounting.
- Prior experience processing invoices and reconciling vendor accounts.
- Advertising, media, entertainment, production, experience is preferred.
- Experience working with media vendors, insertion orders, media schedules, or media-buying systems is a plus.
- Foundational understanding of accounts payable and accrual accounting.
- Strong attention to detail and comfort working with high transaction volumes and firm deadlines.
- Strong written and verbal communication skills, particularly when working with vendors and non-finance teams.
Flexible work from home options available.
— Sarah J.
·
Marketing Manager
★★★★★
Verified
