Accounts Payable Coordinator (Flexible Part-time)

1 Month ago • 2 Years + • Account Management

About the job

Job Description

We are seeking a detail-oriented Accounts Payable Coordinator to process invoices, ensure timely payments, maintain accurate records, and build strong vendor relationships. Experience in advertising/media industry is preferred.
Must have:
  • Accounts Payable
  • Invoice Processing
  • Accounting Software
  • Vendor Relations
Good to have:
  • Advertising Industry
  • Media Industry
  • Process Improvement
  • ERP Systems
Perks:
  • Flexible Schedule
  • Dynamic Agency
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Description

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 
  • Review and verify invoices for accuracy and proper authorization, with a focus on media buys, production costs, and other advertising-related expenses.

  • Enter invoices into the accounting system and ensure correct coding to general ledger accounts.

  • Match invoices with purchase orders and contracts.

Payment Processing 
  • Prepare and process electronic transfers, ACH payments, and check runs.

  • Ensure timely payment of vendor invoices, including freelance talent, production vendors, and media partners.

  • Maintain the accounts payable aging report and prioritize payments accordingly

Vendor Relations 
  • Communicate with vendors to resolve invoice discrepancies and payment issues, particularly those in the media and advertising space.
  • Respond to vendor inquiries in a timely and professional manner.

  • Maintain positive relationships with vendors and internal stakeholders, including the creative, production, and media planning teams
Record Keeping and Reporting 
  • Maintain accurate and organized accounts payable files and records, with a focus on project-specific expenses.

  • Assist with month-end and year-end closing processes, including account reconciliations.

  • Prepare and distribute accounts payable reports as needed, with insights on project budget tracking.

Compliance and Process Improvement 
  • Ensure compliance with company policies, procedures, and relevant regulations.

  • Identify opportunities for process improvements and assist in implementing best practices.

  • Assist in developing and updating accounts payable policies and procedures.

QUALIFICATIONS 
 
Experience 
  • Minimum of 2 years of experience in accounts payable or a related financial role, preferably in the advertising or media industry.

  • Experience with accounting software and ERP systems (e.g., Acumatica, SAP, Oracle).

Education 
  • AA degree in Accounting, Finance, or related field a plus
Skills and Abilities
  • Strong attention to detail and accuracy.

  • Excellent organizational and time management skills

  • Proficient in Excel

  • Strong communication and interpersonal skills

  • Ability to work independently and as part of a team

  • Problem-solving skills and ability to handle multiple tasks in a fast-paced environment

  • Familiarity with advertising and entertainment industry terms and processes is a plus

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About The Company

For over two decades, MOCEAN has been a leader in the world of entertainment marketing and beyond. From top-grossing Hollywood studios to traditional networks and emerging media, our clients include Disney, Marvel, Fox, Warner Bros. Netflix, FX, and CNN.  


Our staff of over 160 editors, producers, writers, animators, designers, directors and strategists has earned more than 150 major industry awards, including a PromaxBDA Award for Agency of the Year and multiple Grand CLIO’s. 


No matter the scope of your vision or the size of your brand, we have the resources to keep your message moving.

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