About the job
ROLE: Manages all financial matters of the agency and causes the required actions to happen for a well-run and healthy accounting department. Handles day-to-day and period (week, month, quarter, annual) tasks for Accounts Receivable and Accounts Payable operations, timely and accurately. Works with leadership and client teams to maintain constant knowledge of client initiatives, to ensure agency operations, client billing and vendor payments are sound, fiscally responsible. Maintains strong grasp of financial status of agency, providing projections and recommendations on how to improve department, agency financial health and client relations. Handles day-to-day office operations to ensure agency runs smoothly. Supports external CFO as well as CPA firm for monthly reporting and extraordinary financial analysis.
REPORTS TO: CEO
RESPONSIBILITIES:
ACCOUNTS RECEIVABLE
- Set up new clients/vendors within Strata & WMJ systems
- Routinely meet with Account Director (AD), reviewing Project Charter to maintain understanding of each client’s monthly campaign and budget activity, confirming alignment between Strata, WMJ and client billing
- Create and assemble monthly billing and supporting materials for client billing, including POP, spend authorizations/work orders
- Secure AD approval of billing prior to transmission to client
- Issue client bills monthly (retainers/pre-bill/flowchart/fee/media by the 1st, post-bill by the 15th, client direct pay billing by 20th), submitting statements on the 1st of each month
- Issue reports to ADs and client teams, to manage client budgets appropriately, notifying of irregularities, supporting successful landing of campaign projects
- Reduce A/R aging, follow up with clients for timely payment
- Populate and maintain revenue transfer log, conduct transfers and manage correct fund transfers
- Conduct routine (multiple times weekly) Strata/WMJ data syncs, confirming correct and complete syncs is error-free
ACCOUNTS PAYABLE
- Work with client account teams to ensure timely collection and processing of previous month’s vendor invoices by 10th
- Work with A/P team member to ensure operating & media payments are issued by the 10th and 25th through correct account and tool (check, Fast Pay, Positive Pay, Ghost Cards)
- Monitor A/P aging, bringing attention as needed to reduce excessively delayed payments
- Maintain knowledge of payables, workflow, paying close attention to (addressing) trends and issues that arise
ACCOUNTING/CORPORATION
- Manage all bank activities and transfers, monitor bank balances for ACH, irregularities, concerning balances or trends, and anticipate income/expenses/transfers impacting balances
- Maintain strong knowledge of overarching accounting and financial situation of agency, making recommendations to improve, areas that need attention, best practices
- Perform monthly closing of company accounts and client campaigns by 15th of month
- Maintain accurate and healthy chart of accounts/general ledger, making journal entries and adjustments as needed, in accordance with GAAP
- Work with & support external CFO for routine reporting and financial strategy, learning their role and growing through their shared knowledge
- Prepare and provide CEO with monthly reports (P&L, expense reports, forecast P&L, balance sheet, A/R and A/P aging) by the 12th of month
- Provide projections for cash flow and quarterly, annual outlook, ensuring agency’s cash flow is adequate to meet commitments
- Seek profitability improvements and operational efficiencies that benefit the agency, clients, staff
- Oversee all financial operations as they relate to agency, clients, staff
- Manage taxes, licenses for city & state (Hudson, occupational, property, personal property)
- Provide support to external CPA for state, federal tax and associated requirements
- Seek out and recommend operational improvements, leading to new workflows, tools or systems
- Contribute to corporate strategy and operations as a key member of leadership team, attending meetings as necessary
- Handle all bank deposits, bank issues and banking relationships
- Must work in conjunction with HR.
OFFICE
- Order supplies & equipment, keeping records of latter
- Assist with travel arrangements, handle expense reports/reimbursements
- Manage vendor services (software, internet, copy machine, IT, water, office supplies etc.), routinely shopping providers for savings, new services
- Manage all insurance policies (MPLI, GL/Property, Flood), executing policies (with CEO’s approval), confirming sufficient coverage, annually shopping
- Design and manage a policy for filing, retention & purging/shredding applicable documents
- Circulate USPS mail
Any other reasonable tasks that provide value or advancement of the agency or client
QUALIFICATIONS:
- Minimum of 8+ years of accounting experience required small business and marketing/advertising experience preferred
- Knowledge of finance and accounting systems Workamajig a plus
- Proficiency in Microsoft Office suite
- Detail oriented, positive attitude, with strong problem-solving abilities
- Strong communication skills with the ability to work both independently and as part of a team
- Ability to collaborate closely and communicate with employees in different departments, both in-person and remotely
- Self-starter who is both interested and willing to take on an expanded role over time
- Bachelor’s degree in accounting or finance
- Understanding of internal controls over financial reporting