Accounts Payable Lead

Taylor; New York (NY); On-site; USD 80,000 - 100,000; Full time

Job summary

A financial services firm in New York seeks an experienced Accounts Payable Lead to oversee daily AP operations while enhancing process efficiency and managing vendor relationships. This role requires strong AP expertise, accounting knowledge, and the ability to excel in a fast-paced environment. Responsibilities include managing invoice processing, supporting procurement workflows, and ensuring compliance with payment controls. Candidates with 7+ years in AP and proficiency in tools like QuickBooks and Concur are preferred.

Qualifications

• 7+ years of relevant experience in accounts payable and accounting support roles.
• Experience in a fast-paced agency or media environment.
• Strong understanding of vendor onboarding and payment controls.

Responsibilities

• Manage day-to-day accounts payable processes including invoice intake and payment processing.
• Support procure-to-pay workflows and strengthen internal controls.
• Review employee reimbursable expenses for compliance.

Skills

Accounts Payable Experience

Accounting Knowledge

Process Improvement

Vendor Management

QuickBooks

Excel

Tools

Concur

ERP/Accounting Systems

Job description

Hands-On AP Operations | Process Improvement | Accounting Support

We are seeking an experienced Accounts Payable Lead to support the finance team in overseeing and executing day-to-day accounts payable operations while strengthening process discipline, vendor management, and workflow efficiency across the agency.

This role is ideal for someone who brings strong AP experience, sound accounting knowledge, and a process improvement mindset. The right candidate will be comfortable working in a lean, fast-paced environment where hands‑on execution, responsiveness, and collaboration across teams are essential.

Primary Responsibilities

Accounts Payable Operations

• Own and manage the day-to-day accounts payable process, including invoice intake, coding, approvals, and payment processing
• Execute weekly payment runs and manage exception handling with strong attention to accuracy and timing
• Ensure adherence to company payment terms and policies, maintaining discipline around due dates and approved disbursement schedules
• Set up and maintain vendor records, including collection and validation of W‑9s, payment instructions, and vendor profile information
• Respond to vendor payment inquiries and support internal teams with payment status updates
• Maintain 1099 profiles and support year-end reporting requirements
• Ensure proper documentation is maintained for all vendor transactions and disbursements

Procure-to-Pay, Controls & Process Improvement

• Support and strengthen procure-to-pay workflows, including invoice approval, payment controls, and vendor compliance
• Help improve structure around PO-backed spend, invoice matching, and tracking against approved budgets or commitments
• Reinforce internal AP policies and escalate exceptions as appropriate
• Identify process improvement opportunities that reduce manual work, improve turnaround time, and strengthen financial controls
• Support vendor master cleanup and ongoing data integrity efforts

Credit Card Reconciliation

• Reconcile credit card charges in a timely and accurate manner
• Obtain and maintain supporting backup for all transactions
• Ensure charges are posted to the correct GL codes with appropriate documentation
• Partner with internal teams to resolve missing receipts, incomplete support, or coding issues
• Assist in monitoring credit card activity to ensure appropriate use and policy compliance

Employee Expense Management

• Review employee reimbursable expenses for compliance with company policy and, where applicable, client T&E requirements
• Generate clear reporting that reflects spending patterns and policy adherence
• Support onboarding, administration, and ongoing use of Concur for expense management and reporting
• Help ensure timely submission, review, and resolution of employee expense reports
• Work closely with the Associate Director, Client Finance to ensure vendor costs are accurately coded and allocated against the appropriate client projects
• Help support smooth budget tracking and billing by ensuring project-related costs are properly captured and visible
• Assist in identifying spend that may require accrual, reallocation, or additional review to support timely and accurate client billing
• Coordinate with Client Finance on pass-through costs, client billable expenses, and any discrepancies impacting project reporting

Cash Activity, Close & Accounting Support

• Support daily cash and bank activity review as needed
• Assist with month-end close activities, including AP-related accruals for vendor payables and credit card expenses
• Support balance sheet reconciliations in selected areas
• Provide AP, cash application, and prebill reporting to finance staff and management
• Assist with year-end review support and preparation of requested documentation
• Provide ad hoc reporting and analysis for senior management as needed

Cross-Functional Partnership

• Partner closely with the Sr. Controller to ensure AP activity is accurately reflected in the financial close and broader accounting workflow
• Help bridge day-to-day AP execution with the accounting implications of accruals, reconciliations, and reporting accuracy
• Communicate effectively with internal teams to balance urgency, policy adherence, and operational support
• Contribute to a finance environment that is responsive, organized, and solutions-oriented

Key Performance Measures

• Demonstrate knowledge of GAAP, particularly as it relates to accounts payable, accruals, and expense recognition
• Demonstrate proficiency in QuickBooks and Microsoft Office including Excel (e.g., pivot tables and V-lookups)
• Demonstrate strong communication skills, both verbal and written – is comfortable and confident interacting and communicating with agency staff and senior management alike.
• Ability to be analytical, multi-task, and manage deadlines while maintaining a high level of accuracy and strong attention to detail
• Ability to respond in a timely manner to the needs of internal and external partners
• Being highly focused, self-driven, yet adaptable and eager for change
• Ensures timely and accurate invoice processing, payment execution, and credit card reconciliation
• Maintains strong vendor documentation and accurate supporting records
• Demonstrates sound judgment in handling urgent requests while maintaining process integrity
• Communicates clearly and effectively with internal and external partners
• Identifies opportunities to improve processes and reduce inefficiencies
• Supports a smooth and accurate month-end close through strong AP data integrity and follow-through

Minimum Qualifications and Requirements

• 7+ years of relevant experience in accounts payable and accounting support roles
• Agency, media, or other fast-paced services environment experience strongly preferred
• Experience handling AP operations while supporting broader accounting needs
• Strong understanding of vendor onboarding, payment controls, reconciliations, and accrual support
• Experience with Concur and ERP/accounting systems required; QuickBooks experience preferred
• Strong Excel skills, including pivot tables and lookups
• Strong written and verbal communication skills
• Highly organized, detail-oriented, and able to manage deadlines in a fast-paced environment
• Self-directed, adaptable, and comfortable operating in an evolving environment
• Respecting What's Right: makes ethical choices and treats others with respect by embracing diversity of backgrounds and thought
• Entrepreneurial Enthusiasm: takes initiative and doesn't wait to be tapped. Leads from wherever they are and delivers irreplaceable value
• Committed to Curiosity: open‑minded and learns from all sources. Experiments and creates meaning in uncertainty
• Pride In Partnership: uses empathy to build trusting relationships and ensure effective communication. Is open to others' ideas and viewpoints
• Inspired Innovation: is imaginative with big dreams and goals. Invents and iterates to shape hearts, minds, and culture for the better