Coordinator, Accounts Payable

Division: OBB Media FLSA: Exempt

Manager: Manager, Production Accounting Location: OBB Studios, Hollywood, CA

OVERVIEW:

OBB MEDIA is seeking a Coordinator, Accounts Payable to bring accuracy, structure, and strong financial controls to the company's vendor payment operations, working primarily out of our Hollywood studio. The ideal candidate is a highly organized, detail-obsessed operator who thrives in a fast-paced media and production environment and takes pride in clean records, tight processes, and timely follow-through across a high volume of invoices, entities, and productions.

ESSENTIAL FUNCTIONS:

Accounts Payable Processing

• Review, code, and process a high volume of vendor invoices, purchase-related expenses, and payment requests accurately and timely across multiple legal entities and productions.
• Maintain invoice workflow in Tipalti and Accounting software including invoice intake, coding, approval routing, payment status, and exception resolution.
• Ensure invoices are properly supported, approved in accordance with company policy, and recorded to the appropriate entity, department, project, production, and general ledger account.
• Prepare and coordinate recurring payment runs, including ACH, wire, check, and other approved payment methods.
• Monitor aging and payment due dates to support timely vendor payments while maintaining appropriate cash-management controls.

Vendor Management & Compliance

• Coordinate vendor onboarding and maintain accurate vendor records, including payment information and required tax documentation.
• Partner with vendors and internal teams to resolve invoice discrepancies, approvals, inquiries, and other AP issues.
• Support annual 1099 preparation by maintaining complete and accurate vendor tax records and assisting with year-end review and reconciliation.
• Help maintain strong controls over vendor master data and escalate unusual or potentially fraudulent payment requests.

NetSuite, Reconciliations & Month-End Close

• Support the entry, review, and maintenance of AP transactions in NetSuite, ensuring accurate posting across multiple entities and accounting periods.
• Reconcile AP subledger activity, vendor statements, and selected balance sheet accounts; research and resolve discrepancies promptly.
• Support month-end and year-end close activities, including AP cutoff, accrual support, open invoice review, and preparation of supporting schedules.
• Assist with intercompany and cross-entity invoice processing and ensure transactions are recorded to the correct legal entity.
• Maintain organized electronic documentation and audit-ready support for invoices, approvals, payments, and reconciliations.

Production & Cross-Functional Support

• Partner closely with Production Accounting, Finance, Legal, Operations, and Production teams to support vendor payments across a fast-paced media and production environment.
• Process and track invoices related to productions, corporate operations, studio activities, post-production, travel, equipment, and other business activities.
• Communicate clearly with internal stakeholders regarding invoice status, coding, approvals, payment timing, and outstanding items.
• Prioritize urgent and time-sensitive production payments while consistently following approval requirements and internal controls.

Process Improvement & Controls

• Help identify opportunities to improve AP workflows, automation, reporting, and scalability as transaction volume and the organization grow.
• Support documentation and consistent application of AP policies, procedures, and internal controls.
• Assist with audit requests and provide invoice, payment, vendor, and reconciliation support as needed.
• Perform other accounting and finance duties and special projects as assigned.

QUALIFICATIONS:

• 2+ years of accounts payable or accounting operations experience; experience in a high-volume, multi-entity environment strongly preferred.
• Experience with NetSuite, Tipalti, and Production Accounting Software's preferred; demonstrated ability to learn and work effectively across financial systems and workflow platforms.
• Experience in media, entertainment, production, advertising, or another project-based environment preferred.
• Working knowledge of accounts payable fundamentals, invoice coding, approval workflows, vendor management, payment processing, and month-end close support.
• Strong attention to detail and accuracy, with the ability to process a high volume of transactions while meeting deadlines.
• Excellent organizational and prioritization skills with the ability to manage multiple entities, projects, and competing requests in a fast-paced environment.
• Strong written and verbal communication skills and a service-oriented approach to working with vendors and internal stakeholders.
• Proficiency in Microsoft Excel and comfort working with large transaction sets, reconciliations, and supporting schedules.
• High degree of discretion, sound judgment, and commitment to maintaining effective financial controls.

PHYSICAL DEMANDS/WORK REQUIREMENTS:

• Must be able to stand, sit, walk up and down stairs.
• Must be able to work in a seated position for long periods of time.
• Must be able to use fingers, hands, and arms at a computer keyboard for long periods of time.
• Must have the ability to speak clearly and distinctly, and hear and be heard and understood in person and by telephone.
• Must be able to reach, bend, stoop, walk up and down stairs, and frequently lift up to 30 pounds (and occasionally up to 50 pounds).
• Must be able to visually and physically inspect areas of the work site.
• Must be able to work in a standing and/or walking position for long periods of time.
• Must be able to drive, have reliable transportation, a valid license, and valid insurance (mileage is reimbursable).
• Some travel is required for this role. Must be able to travel by car and airplane.

COMPENSATION & BENEFITS:

This is an exempt on-site role expected to work Monday through Friday and have flexible availability after hours and on weekends as needed.The hiring range for this position in Los Angeles, CA is $80,000 to $85,000 annually. This position is eligible for a full range of medical, dental, vision and 401(k) benefits. The base pay actually offered may vary depending on the final candidate's job-related knowledge, skills, and experience among other factors. This position is eligible for a full range of medical, dental, vision, and 401(k) benefits. Additional financial, and/or other benefits, dependent on the level and position offered, may apply.