Finance Associate

Essential Responsibilities

• Process vendor invoices accurately and in a timely manner, ensuring proper approvals and supporting documentation are in place
• Partner closely with Project Managers and Producers to ensure all invoices are correctly coded to the appropriate project/job and general ledger accounts
• Track and manage vendor deposits and prepayments, ensuring alignment with project kickoff schedules, material procurement timelines, and production milestones
• Cook with internal teams to prioritize payments based on project urgency, vendor requirements, and cash flow constraints
• Review and process AMEX and employee expense submissions, ensuring compliance with company policies and timely turnaround
• Prepare and submit weekly AP payment lists, clearly identifying critical payments tied to active projects and production deadlines
• Maintain accurate AP aging and proactively flag past due balances, discrepancies, or risks that could impact project execution
• Communicate with vendors regarding invoice status, payment timing, and required documentation while maintaining strong working relationships
• Ensure all invoices are properly matched to purchase orders, budgets, and approved project costs where applicable
• Support month-end close by assisting with AP accruals, reconciliations, and ensuring all project-related costs are captured in the correct period

Additional Responsibilities

• Assist in managing vendor onboarding, including W-9 collection and compliance documentation
• Support cash flow planning by providing visibility into upcoming payables, deposits, and large vendor commitments
• Help enforce procurement and AP controls, including proper approvals and advance notice of vendor deposits
• Partner with Project Teams to ensure timely submission of final vendor invoices to support client billing and collections
• Aid in tracking and reconciling project-level cost overruns or variances related to vendor spend
• Support audit requests by preparing AP documentation and project cost support
• Identify opportunities to improve AP workflows, automation, and coordination with project teams
• Provide backup support for other accounting functions as needed

Qualifications

• Bachelor's degree (Accounting, Finance, or related field preferred)
• Minimum of 2-3 years of experience in a similar role
• Proficiency in QuickBooks, Excel, and Google Sheets
• Excellent organizational skills and attention to detail
• Strong communication skills to interact effectively with other teams
• Ability to work independently and manage multiple tasks efficiently