Coordinator Accounts Payable Expenses
Coordinator Accounts Payable Expenses
Posted on :
29-04-2025
Employer Active
1 Vacancy
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Job Description
GALE is a Business Agency that brings its insights to brand storytelling and activates it across every channel. With expertise in business strategy media CRM brand communications performance marketing and technology GALE creates integrated marketing systems and communications that grow businesses. Founded in 2014 the agency has since been named Ad Age Data and Analytics Agency of the Year and Adweeks Breakthrough Media Agency of the Year.
We work with Hard Rock MilkPEP H&R Block Dropbox and more. If youre driven by a passion to build something great a desire to innovate and a commitment to achieve excellence in your craft GALE is a great place for you!
GALE has nine offices around the world including New York Toronto Los Angeles Austin Denver Kansas City London Bengaluru and Singapore. GALE embraces a hybrid flexible workplace with employees asked to attend the office three days per week.
As a global agency we are currently hiring across multiple locations within North America please apply today to learn more. You can check our office locations here.
Your Impact
Reporting to the Manager Accounts Payable & Expenses this role is responsible for providing excellent customer care by responding to vendor/internal inquiries concerning past due invoices and payments processing rush invoices as needed ensuring weekly payments are processed in a timely manner and working with our processing team in India to help troubleshoot issues. In addition to working with the processing team this role also works closely with the respective channel/buying teams as well as other members of the Finance/Accounting team.
What you will be doing
- Oversees and ensures efficient management of the AP mailbox promptly addressing inquiries and delegating appropriately.
- Serves as the primary liaison between vendors media planning teams and Finance to resolve complex inquiries and escalations ensuring excellent stakeholder satisfaction.
- Maintains and reviews the payables file daily guaranteeing accuracy completeness and alignment with financial reporting timelines.
- Proactively monitors aged payables driving resolution by collaborating with relevant departments and escalating unresolved items as needed.
- Regularly reviews Statements of Account (SOAs) to identify missing invoices initiating timely followup with vendors and internal teams.
- Manages and ensures accurate timely processing of vendor payments including wires ACH Pcards and cheques while ensuring compliance with internal controls.
- Leads the accurate and timely posting of payments in Maconomy (Financial ERP) performing quality reviews to ensure data integrity before submission.
- Partners with Media teams to optimize invoice coding submission and reconciliation processes ensuring adherence to company policies and SLAs.
- Manages highpriority or urgent invoices in MediaOcean (Prisma and OX) and Maconomy troubleshooting discrepancies independently.
- Oversees vendor onboarding and credit applications coordinating with the Stagwell master data team to ensure accurate and complete setup maintaining a robust vendor management process.
- Supports monthend and yearend close processes by preparing accruals reconciling AP accounts and resolving discrepancies in collaboration with senior finance teams.
- Acts as a key internal partner coordinating with Client Finance AR Corporate Finance and other teams to troubleshoot and address financial issues efficiently.
- Facilitates internal and external audits by preparing accurate and comprehensive documentation in a timely manner.
- Identifies and leads opportunities for process optimization driving improvements in invoice processing payment workflows and reporting practices.
- Develops and maintains APrelated standard operating procedures (SOPs) mentoring junior staff on best practices and new workflows
Who you are
- Diploma or Bachelors degree in Business or Accounting;
- 35 years of practical AP experience with demonstrated leadership in AP functions.
- Intermediate Excel with Pivot table and VLOOKUP (highly desired).
- Experience working with large data sets and performing data reconciliation (highly desired).
- Experience and proficiency with enterprise level accounting systems/programs as well as the ability to adapt quickly to new tools and processes (Media Ocean IPS Maconomy) platforms.
- Proven ability to manage confidential information with discretion and professionalism.
- Exceptional attention to detail accuracy and organizational skills.
- Strong interpersonal skills with a proactive and collaborative approach to problemsolving.
- Demonstrated ability to prioritize and manage competing deadlines in a dynamic fastpaced environment.
- Flexible and positive attitude that supports teamwork within the department and the company.
Note: Hybrid work in office is an essential function of the job.
Our Commitment to Inclusion
We believe in inclusivity and do our best work when people with diverse perspectives backgrounds and skills are brought together. Our Core Values are at the root of GALEs collaborative environment and help to foster a strong community. Our Code of Conduct Human Resources policies and executive investment in inclusion further support and protect GALEs inclusive workplace. GALE is an equal opportunity employer. All applicants will be considered for employment without attention to race color religion sex sexual orientation gender identity national origin veteran or disability status.
Our Hiring Process
We want you to be just as discerning in making your next career move as we are finding great talent to join our team. Our interview process will allow you to meet a range of people from various disciplines and domains both virtually and in person. Please discuss with our recruiters if you require any accommodations throughout the process to help enable a smooth interview.
Required Experience:
IC
Employment Type
Full-Time
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