Accounts Payable Concierge

The Accounts Payable Concierge leads our AP function by overseeing daily invoice processing, employee expense reimbursements, and credit card transactions, while maintaining strong vendor relationships and enforcing policy compliance. This role combines hands-on transactional execution with high-level oversight, team support, and reporting directly to the Accounts Payable Lead. WE ARE A creative agency powered by social connections. That means we thrive on what’s trending and creating campaigns that get people buzzing. We call it “Ideas Worth Talking About,” and we're proud to have played a part in some of the most culturally relevant campaigns of the decade for brands like McDonald’s, Adidas, Universal Studios, and YouTube. WHY YOU’LL LOVE IT HERE • Work-Life Balance & Flexibility: Enjoy a modern hybrid work schedule, generous company-paid holidays, and access to meditation apps to help you recharge and keep mind and body aligned. • Health & Wellness: Stay active to support your personal fitness goals. • Our Culture & Connection: We like to laugh, live for celeb gossip, and love building community through regular group activities and team bonding events. • Global Mobility: Our Passport Program lets you explore and work from one of our 18 global offices, including Paris, Singapore, Madrid, Dubai, London, and more! • Fuel & Perks: Did we say snacks? Enjoy fully stocked healthy snacks to keep you energized throughout the day. • Impact & Growth: From carbon offsets to community kitchens, we’re passionate about making a difference—and we always celebrate our wins (and learn from our losses). YOU ARE • A nimble, detail-oriented finance professional who thrives in a fast-paced agency environment. • A collaborative, customer-service-focused partner who builds trust through attentive communication and proactive problem-solving. • A dependable operator ready to keep financial workflows smooth, accurate, and aligned with company goals. • Forward-thinking and adaptable, with a deep appreciation for culture and creative environments. • Traditional agency experience is not required, but it is a plus. What matters is your ability to combine strong financial rigor with an energetic, adaptable mindset. WHAT YOU’LL DO 1. Service & Communication (The "Concierge" Touch) • Serve as the primary, high-touch point of contact for vendor and employee payment inquiries. • Manage Accounts Payable email inboxes, delivering prompt, helpful, and courteous communication. • Guide employees through expense reimbursement processes and system navigation. • Seamlessly guide and onboard new vendors through our payment software. 2. Operations & Transaction Management • Oversee timely and accurate processing of vendor invoices within Ramp. • Review corporate credit card transaction coding and employee reimbursement submissions. • Prepare weekly and ad-hoc payment runs. • Maintain complete audit trails, oversee AP filings, and manage purchase order (PO) accruals. • Perform routine reconciliations to ensure smooth data syncing between financial systems. 3. Vendor & Tax Compliance • Maintain accurate vendor master records and lead vendor management efforts. • Prepare and manage annual tax filings (Forms 1099/1096) and maintain W-9 records. • Monitor compliance with sales & use tax regulations. 4. Policy Governance & Process Improvement • Enforce adherence to agency Purchasing and Travel & Expense (T&E) policies. • Keep department leads informed on compliance issues, payment status updates, or vendor risks. • Continuously refine workflows to increase accuracy and efficiency. • Support strategic agency finance initiatives and ad-hoc accounting projects. • Experience: 2+ years of progressive accounts payable or financial operations experience. • Education: Degree or diploma in Accounting, Finance, or Business Administration preferred. • Software & Systems: Hands-on experience with project-based financial systems and modern spend management platforms (Ramp and Workbook experience is a plus). • Excel & Google Sheets: Proficiency in data manipulation, including pivot tables, lookup formulas (VLOOKUP/XLOOKUP), and financial data reconciliation. • Tax Knowledge: Solid understanding of US/local tax requirements, specifically 1099/1096 annual reporting, W-9 collection, and sales & use tax basic rules. • Communication Skills: Excellent written and verbal communication skills with a strong customer-service focus. • Time Management: Proven ability to manage competing priorities, high transaction volumes, and tight deadlines with precision.