Billing & AP Specialist for Media Campaigns

Gainor Staffing; New York (NY); On-site; USD 75,000 - 110,000; Full time

Job summary

Gainor Staffing seeks an Accounts Payable & Billing Coordinator to support the financial operations behind its campaigns in New York. You will manage client invoicing, receivables and vendor payment administration, with guidance from the finance lead.

You will work with QuickBooks, Excel, and billing platforms to ensure accurate invoicing, payments and reconciliations across multiple campaigns, maintaining schedules and documentation.

Qualifications

• 2–5 years of experience in AP/AR, billing, bookkeeping or similar finance role.
• Hands-on QuickBooks experience with bills, invoices, payments, vendor/customer records and AP/AR aging reports.
• Strong Excel/Sheets skills including formulas, matching records and reconciling balances.
• Experience managing multiple campaigns and deadlines with attention to detail and organized documentation.
• Media or advertising agency experience is strongly preferred, especially familiarity with media invoices and purchase orders.

Responsibilities

• 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 and unbilled amounts.
• Support campaign closeout by confirming final invoices and credits and reconciling client and vendor balances.

Skills

AP/AR experience

QuickBooks experience

Excel/Sheets

Attention to detail

Campaign management

Education

Bachelor's in Accounting/Finance

Tools

QuickBooks

Billing systems

Job description

Gainor Staffing seeks an Accounts Payable & Billing Coordinator to support the financial operations behind its campaigns in New York. You will manage client invoicing, receivables and vendor payment administration, with guidance from the finance lead.

You will work with QuickBooks, Excel, and billing platforms to ensure accurate invoicing, payments and reconciliations across multiple campaigns, maintaining schedules and documentation.