Reports to: CFO

Work directly with, and report to, the CFO to prepare A/P, vendor billing issues and other financial matters that pertain to the financial responsibilities of the agency and those associated with client management. Will be responsible for interpreting instructions into actionable next steps, work independently when assigned projects, and be resourceful in finding solutions. On a daily basis, this position will be to stay in tune with client campaigns for the better management of vendor invoices and client billing, traditional accounting and administrative duties.

Position also requires the participation in on-going training of system processes and practices through co-worked shared knowledge, industry webinars and discussions with vendors.

Essential Duties and Responsibilities

• Receive and process ALL Accounts Payables (media invoices) for every client
• Ensures that ALL media invoices from vendors are audited, matched and cleared for payment in appropriate systems (e.g.: Strata), including proof of performance (POP)
• Check accuracy of ad for proper reproduction (POP), specification and payable amount
• Perform data entry to facilitate A/P and/or client billing within proprietary software
• Export necessary files and supporting documents from applicable systems, for client billing and/or transmission to agency partners for their billing needs
• Review ALL exports from software to ensure EVERY file and piece of information was captured and ready for processing and/or transmission
• Maintain direct contact with vendors regarding unpaid bills or media invoices or POP not received
• Work to resolve any discrepant, missing or flawed media invoices with AD, CFO or media rep
• Generate accurate client billing and supporting documents/files every month for each client, which is to be presented to CFO for review and who will then submit to client/agency partners
• Make necessary copies and scans of files, media invoices, POP, etc.
• Save ALL files, exports (Strata), scan in appropriate folders on Box, using naming convention that is intuitive and adheres to agency’s practices and hierarchy
• Elevate ALL media invoices that do not match Insertion Order or those otherwise unable to be resolved via media team, AD or media vendor rep
• Become familiar with functions and features of Strata, Workamajig software application
• Work with the agency Client team members to resolve media invoice issues
• Assist with software conversions and/or other projects as assigned
• Attend interdepartmental meetings
• Attend meetings (client, vendor, partner, team)
• Webinars, Learning

Required Skills and Qualifications:

• Minimum 5 years related business experience (small business experience a plus)
• Strong knowledge of Accounting practices and procedures
• Experience with Strata and or Workamajig software a plus
• Quick learner and extreme attention to detail
• Demonstrates initiative and excellent follow-up skills
• Excellent oral and written communications skills, interpersonal skills
• Proficiency in Microsoft Excel
• Problem Solver & Do’er