Accounts Payable Assistant | Fixed Term Contract / Freelance
Job Description
- Location: US
- Type: Fixed Term Contract / Freelance
- Work model: Remote
About Us – Crafting Visionary Creativity. CLOSER is a creative company continuously crafting how humans both understand the world and experience it. Home to the world’s most skilled practitioners in immersive world building and creative craft, we operate three businesses at the centre of the modern consumer economy.
- CLOSER Studios – End-to-end services to realize narratives, environments and cultural moments that shape how brands appear in the world and how consumers experience them.
- CLOSER Experiences – A platform creating immersive environments, installations and managing cultural venues where brands engage audiences physically and emotionally.
- CLOSER Brands – A platform for launching and scaling consumer companies through structured joint ventures with Fortune 100 companies
The Role We are looking for an Accounts Payable Assistant to support the Production Accountant and Finance Team across advertising shoots and experiential projects in the US. The role focuses on invoice processing, payment support, vendor administration, and maintaining accurate financial records in a fast-paced production environment.
Key Responsibilities
Day-to-Day Responsibilities
- Post supplier invoices accurately and in a timely manner .
- Support the Production Accountant with documentation management. Ensure all vendor onboarding documentation is complete and as agreed including W9s, COIs, and invoices.
- Liaise with vendors, freelancers, and production partners regarding invoice submissions and payment queries
- Monitor shared Accounts Payable Inbox
Weekly Responsibilities
- Draft the Weekly Production Payment Run for review
- Add payments to the bank for review
- Support reconciliation of AP postings within Xero, ensuring correct job allocation and coding
- Assist with maintaining invoice logs and tracking Actual costs against approved budgets
- Help monitor outstanding invoices and proactively follow up on missing invoices/paperwork
- Support management of Pleo card reconciliations, ensuring receipts are uploaded and correctly coded
- Attend weekly production finance meetings
Production Reconciliation
- Assist with final reconciliations and invoice collection
- Ensure all documents are audit-ready and correctly filed
- Organise invoice and receipt folders for client review
- Close out supplier balances at the end of each project
Required Experience & Skills
- Previous Accounts Payable experience for advertising campaigns, working on multiple budgets/jobs simultaneously
- Experience managing supplier relationships
- Strong Excel and organisational skills
- High attention to detail
Personal Attributes
- Strong communicator with excellent stakeholder management skills
- Ability to work to tight deadlines and calm under pressure
- Team player with a positive and collaborative attitude
Desirable
- Familiarity with reconciling a job for client review
- Experience within experiential events
- Experience working with international vendors or cross-border payments
Contract Details
- Fixed-term or freelance contract
- Immediate start required
- Remote working
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