Senior Media AP Coordinator (Hybrid NYC)

Situation Group; New York (NY); Hybrid; USD 60,000 - 75,000; Full time

Benefits offered by this job

Health care plan (medical, dental and?

Retirement plan with employer match

Paid time off

Life and disability insurance

Paid family leave

Wellness resources

Special access to NYC arts and enterta

Job summary

Situation Group is a digital-first collective of award-winning advertising agencies. We seek a Senior Accounts Payable Coordinator to drive media accounts payable precision through reconciliation and cross-team collaboration.

The role reports to the Director of Finance and is based in Midtown Manhattan with in-office work three days a week. Responsibilities include media invoice processing, PO management, vendor onboarding, and weekly AP reporting.

Qualifications

• Strong numerical aptitude and attention to detail.
• Experience processing media invoices and AP life cycle.
• Excellent written and verbal communication.
• Ability to collaborate across teams and with vendors.
• Proficiency with MS Office.

Responsibilities

• Drive day-to-day media accounts payable and full-cycle entry.
• Reconcile invoices and vendor statements; ensure accuracy.
• Enter invoices in Prisma and manage PO discrepancies.
• Lead vendor onboarding and banking verifications.
• Generate weekly Open AP reports and audit controls.
• Collaborate with Finance Director and media leadership.

Skills

Prisma/Accountability

Detail oriented

MS Office

Communication skills

Collaboration

Tools

Prisma

Accountability

Counta

Job description

Situation Group, a global collective of digital-first advertising agencies and an award-winning nonprofit, seeks a Senior Accounts Payable Coordinator to drive media accounts payable precision through continuous reconciliation and cross-team collaboration. This role will report to the Director of Finance.

What You’ll Do

The Senior Accounts Payable Coordinator drives day-to-day media accounts payable, managing the full-cycle entry, continuous tracking, and ongoing reconciliation of media invoices across all US and UK agency campaigns. Built for a sharp, analytical "numbers" person, this position acts as the bridge between Accounts Payable and our media planning teams. In close collaboration with the Director of Finance and Finance Coordinator, this role ensures data integrity across media systems, powers accurate financial reporting, and maintains strong, collaborative partnerships with both internal and external stakeholders..

Our office is located in midtown Manhattan and we are currently working in-office four days per week, Monday-Thursday.

Sample Day-to-Day Responsibilities

• Media Invoice Processing & Payable Operations
• Enter all media invoices in Prisma
• Review vendor media statements against open AP ledgers to verify all submitted invoices are received, cleared, and accounted for
• Manage the full life cycle of credit memos—including retrieval, entry into Accountability, and precise application toward vendor payment schedules
• Generate and maintain missing invoice reports; actively contact media vendors to retrieve outstanding invoices, confirm receipts, and share payment updates, as needed
• Regular review & reconciliation of client media spends against advance billing schedules

Production & Payable Operations

• Enter, process, and reconcile all production invoices against Purchase Orders (PO)
• Identify and resolve PO discrepancies, directly requesting missing PO invoices from internal teams

Vendor Management & Onboarding

• Lead media vendor onboarding and profile maintenance, ensuring media suppliers are accurately set up and maintained in Prisma
• Facilitate vendor security and banking verifications via EFTsure emails, as needed
• Review vendor statements against open AP ledgers to verify all submitted invoices are received, cleared, and accounted for

Reporting, Auditing & Controls

• Run and evaluate weekly Open AP reports in collaboration with the Finance Coordinator
• Monitor direct-remit clients in Prisma and Accountability, auditing accounts to ensure only authorized payment-required invoices are processed
• Coordinate with Media Leadership regarding necessary invoice reversals, ensuring reversed invoices are cleared in Accountability as needed

• Experience with Prisma & Accountability (Counta) a plus!
• Ability to fluidly move between a variety of day-to-day responsibilities
• Detail oriented with strong organizational and prioritization skills
• Collaborative and solution-oriented
• Skilled with handling numbers
• Excellent communication skills, both verbal and written
• Competent in MS Office or related programs

We offer a competitive base salary and a range of benefits and perks:

• Salary range: $60,000 - $75,000 commensurate with experience
• Health care plan (medical, dental and vision)
• Retirement plan with employer match
• Life and disability insurance
• Generous paid time off package that includes vacation, sick, “life happens” days, birthdays, summer Fridays and public holidays
• Paid family leave
• Cold brew coffee, snacks and fresh fruit
• Wellness resources
• Special access to New York City’s arts and entertainment scene

We have been honored for our commitment to our team with workplace awards from Crain’s, Best Companies Group, Cynopsis, Digiday, and Fortune.

Our Company

Situation Group is a digital-first collective of award-winning advertising agencies. We partner with leading entertainment, education and mission-driven brands, including WICKED on Broadway, The Metropolitan Opera, Columbia University, and No Kid Hungry.