Senior Accounts Payable Coordinator

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 Accounts Payable 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 three days per week.
• 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

Requirements

• 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