The posting
We're looking for a detail-oriented Accounts Payable Specialist to own the invoice-to-payment cycle in a fast-paced agency setting. You'll pay the vendors, freelancers, and event partners who make our campaigns happen, make sure every client-billable cost is captured and rebilled, and help the finance team close each month accurately. If you enjoy working alongside creative account teams and keeping the numbers right under tight deadlines, we'd love to meet you.
Requirements
What You’ll Do
- Process a high volume of invoices from media monitoring services, wire services, photographers, printers, venues, caterers, and other campaign vendors.
- Code every cost to the correct client, job number, and GL account so billable expenses are rebilled and agency margins are tracked accurately.
- Manage payments to freelancers and independent contractors, including onboarding paperwork, W-9 collection, and 1099 filing.
- Process influencer and talent payments in line with contracts and campaign deliverables.
- Track pass-through and out-of-pocket client costs, and partner with billing to make sure they appear on client invoices.
- Route invoices for approval by account leads and department heads, following up to keep approvals moving on tight campaign timelines.
- Prepare and execute weekly payment runs by check, ACH, wire, and virtual card, including rush payments for events and launches.
- Review and process employee expense reports, including client entertainment, travel, and media meals, for policy compliance and correct client coding.
- Reconcile corporate credit card statements and allocate charges to clients and jobs.
- Set up and maintain vendor master data, including bank-detail verification to prevent payment fraud.
- Reconcile vendor statements and the AP subledger to the general ledger every month.
- Support month-end close with accruals for unbilled campaign costs, aging reports, and AP reconciliations.
- Answer vendor, freelancer, and account team questions about invoice and payment status promptly.
- Assist Controller and Accounts Receivable on matters related to client billing.
- Support audits and identify ways to streamline AP processes and automation.
What You’ll Bring
- 2+ years of full-cycle accounts payable experience.
- High school diploma or equivalent; an associate's degree in accounting, finance, or a related field is a plus.
- Solid understanding of basic accounting principles, including debits and credits, accruals, and the general ledger.
- Hands-on experience with an ERP or accounting system such as NetSuite, QuickBooks, SAP, Oracle, Sage Intacct, or Microsoft Dynamics.
- Intermediate Excel skills, including VLOOKUP/XLOOKUP, pivot tables, and basic formulas.
- Strong attention to detail and a track record of accuracy with high transaction volumes.
- Clear written and verbal communication skills.
Preferred qualifications
- Accounts payable experience at a PR, marketing, advertising, or creative agency.
- Experience with agency management or job-costing software
- Experience with AP automation tools such as Concur
- Familiarity with client rebilling, markups on pass-through costs, and project-based accounting.
- Experience paying freelancers, influencers, or international vendors.
What makes someone great in this role
- Organized: you manage competing deadlines without letting details slip.
- Curious: you dig into discrepancies until you find the root cause.
- Trustworthy: you handle confidential financial information with discretion.
- Service-minded: you keep vendors, freelancers, and account teams informed and treat every inquiry as a chance to build a relationship.
- Improvement-focused: you look for ways to make the process faster and more accurate.
Benefits
- Medical, Dental, Vision Benefits
- 401k and additional supplementary benefits
- WFH Stipend
- Summer Fridays
- Generous PTO policy with a 2-week holiday break in December
The anticipated salary range for this position is $60,000.00- $75,000.00. Actual compensation is based on a range of factors including but not limited to skill set, level of experience, and location. Whether a prospective employee will be paid within the compensation range listed above will depend on a number of factors including but not limited to the candidate's depth of experience and qualifications; the level of specialization the role requires; budgetary considerations, and the local market conditions that exist where the employee will be based.
This role will be hybrid, 3 days minimum in office.
Why BPCM:
We believe that the strongest aspect of our agency is our team, and we take great care in ensuring their wellbeing, connection and support. Our past, present and future team will tell you that BPCM is extremely strong at balancing a fast-paced, high-achieving environment with a strong community and individual care. Our agency is committed to excellence for our clients, and for each other. We offer a competitive salary, benefits, hybrid work schedule, WFH stipend, summer hours and a generous Paid Time Off policy.
BPCM is committed to fostering and promoting an inclusive environment that allows us to recruit and retain highly talented staff with diverse backgrounds and differing abilities.
The job description is to be used merely as a guide of expectations rather than an exhaustive list of all duties and competencies. All requirements and skills are subject to change as business needs evolve.
