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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