Description
A media agency is seeking an Accounts Payable & Billing Coordinator to support the financial operations behind its campaigns. The agency brings finance and media teams together to keep campaign billing and payments on track. You’ll manage client invoicing, receivables and vendor payment administration. This role offers broad exposure to campaign finance, with guidance from the finance lead.
Who You Are
- You have approximately 2–5 years of experience in AP, AR, billing, bookkeeping or a similar finance role, including preparing client invoices and tracking receivables
- You have hands-on QuickBooks experience with bills, invoices, payments, vendor/customer records and AP/AR aging reports
- You understand bookkeeping fundamentals, invoice coding, payment terms and account reconciliation
- You’re strong in Excel or Google Sheets, including formulas, comparing records and reconciling balances
- You manage multiple campaigns and deadlines with attention to detail, organized documentation and reliable follow-through
- You work independently on routine tasks, follow approval requirements and know when to ask questions or escalate issues
- Media or advertising agency experience is strongly preferred, particularly familiarity with media invoices, insertion orders and client purchase orders
- Familiarity with additional accounting, invoicing or payment platforms is a plus
What You’ll Do
- Prepare client invoices using approved budgets, agreements, purchase orders and billing schedules; process authorized credits and adjustments
- Apply incoming payments, monitor receivables aging and follow up with client AP contacts on outstanding balances
- Match vendor invoices to campaign details and insertion orders, resolve discrepancies and coordinate approvals before payment
- Maintain payment schedules, QuickBooks records and campaign billing trackers
- Reconcile budgets, commitments, invoices and payments; flag funding gaps, unbilled amounts and duplicate charges
- Support campaign closeout by confirming final invoices and credits and reconciling client and vendor balances
What Success Looks Like
- Client invoices go out accurately and on time, with payments applied to the correct accounts
- Vendor invoices move through approval and payment with complete documentation
- Financial records stay current and reconciled, with discrepancies escalated promptly
- Internal teams, vendors and clients receive clear communication and consistent follow-through
Salary Range: $75,000 - $110,000 (annually based on experience)
Location: New York, NY (Midtown Manhattan)
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Gainor is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Gainor are based on business needs, job requirement and individual qualifications, without regard to race, color, religion, creed, sex, sexual orientation, gender (including gender identity and expression), age, national origin, immigration status, marital or familial status, citizenship status, ancestry, physical or mental disability, genetic information, reproductive health decision making, veteran or military status, or any other characteristic or status protected under applicable federal, state, or local law.
