Finance Executive (AP Specialist, 1 year contract)

ABOUT VAYNERX

VaynerX (https://vaynerx.com) is the most contemporary family of companies, working together to build and grow brands. Subsidiaries include VaynerMedia, Eva Nosidam Productions, The Sasha Group, Gallery Media Group, Tingley Lane Trading, VaynerSpeakers, and VaynerCommerce.

ABOUT VAYNERMEDIA

VaynerMedia is a contemporary global creative and media agency with an expertise in driving relevance for clients and delivering impactful business results. The independently-owned company was founded in 2009 by Gary Vaynerchuk, and has offices in New York, Los Angeles, Toronto, Mexico City, London, Amsterdam, Singapore, Delhi, Kuala Lumpur, Bangkok, Tokyo, and Sydney. VaynerMedia has been recognized for its work at Cannes Lions, the Clio Awards and The Webby Awards. It is part of the VaynerX family of companies.

Culture is our key and Empathy is how we build it. VaynerMediaAPAC is strong with a world-class combination of diverse backgrounds collaborating to put forward innovative, creative and strategic solutions to the one advantage that stands the test of time --- PEOPLE. Day in and day out, we propel some of the biggest brands in the world to the intersection of attention and culture. In APAC, we are proudly +300, servicing a diverse client all around the region.

Who are you?

The Accounts Payable Specialist will play a key role within the Shared Services team, managing the end-to-end accounts payable process. This position requires meticulous attention to detail, adherence to company financial policies, and the ability to work efficiently within tight deadlines. The ideal candidate will thrive in a collaborative environment, demonstrating strong communication skills and a positive attitude, while ensuring the timely and accurate processing of payments.

Here’s where you come in…

Transaction Verification & Compliance:

• Review and verify vendor invoices, utility bills, corporate credit cards, service contracts, and other documents to ensure compliance with internal financial policies and procedures.
• Perform due diligence checks on vendor accounts to verify legitimacy and accuracy of billing.

Data Entry & Document Management:

• Accurately enter data for vendor invoices, prepayments, and contracts of service into the accounting system (e.g., NetSuite or equivalent).
• Maintain electronic and physical records for all invoices, receipts, payment vouchers, and other payment-related documents to ensure efficient retrieval during audits.

Invoice Matching & Approval:

• Execute 2-way matching of invoices with Purchase Orders (PO) to ensure accurate payment approval.
• Escalate discrepancies in vendor invoicing and assist in resolving issues in coordination with procurement and relevant departments.

Payment Proposals & Execution:

• Prepare and review payment proposals based on payment schedules, ensuring all documentation is in order and approved by the Finance Manager and Treasury.
• Manage and execute payment runs, including manual and automated payments, according to the company’s monthly cycle.
• Oversee supplier reconciliations to ensure payment schedules are aligned.

Reconciliation & Reporting:

• Reconcile corporate credit cards on a regular basis, ensuring that transactions are properly accounted for and supported by appropriate documentation.
• Preparing the staff claims summary after approval from Finance Manager
• Assist in reconciling the media spends, OOP and 3rd party cost with FinOps Team.

Payment Queries & Liaison:

• Act as the primary point of contact for vendors and internal stakeholders regarding payment-related inquiries, ensuring prompt resolution of issues.
• Maintain clear communication with suppliers on payment status and work to build positive vendor relationships.

Continuous Improvement & Compliance:

• Suggest and implement process improvements within the accounts payable function to enhance accuracy, speed, and compliance.
• Stay up to date with changes in financial regulations and ensure the department adheres to both local and international accounting standards.

Ad-hoc Duties:

• Support the Finance Manager and team with ad-hoc projects, including month-end closing activities and preparation for audits.

We treasure personality and experience yet we do know that these qualifications lead to what WE KNOW as a success...

• 2+ years of experience in a Finance Department, with hands-on exposure to Accounts Payable processes.
• Positive working attitude and the ability to work both independently and as part of a team.
• Strong organizational skills with an eye for detail and accuracy.
• Knowledge and experience with accounting software (NetSuite preferred) as well as proficiency in Google Docs, Google Sheets, Microsoft Word, and Excel.
• Ability to manage multiple tasks efficiently, meet deadlines, and work under minimal supervision.
• Strong interpersonal and communication skills, capable of working with diverse internal teams and external vendors.
• Experience in advertising, marketing, or a shared services environment is a plus but not required.
• Genuine passion for your role and a positive, collaborative attitude.
• Ability to communicate effectively across all levels of the organization, from junior staff to senior management.
• A team player with a “can-do” attitude, able to adapt in a fast-paced environment.
• Commitment to continuous learning and professional development.

What you should know about VaynerMedia

Think “lab” and not “agency”. We get excited about solving business problems, not creating advertising for the sake of making advertising. Our entrepreneurship DNA runs deep. We’re willing to break rules, try new things, and test hypotheses if it means better understanding our craft. It’s fun!

Our environment (and pace) feels much more like a start-up than most agencies you might be used to. Hopefully that, and the opportunity to collaborate with the talented and enthusiastic crew, work with big brands excites you, as it does us. We can’t wait to meet you.