Accounting Manager

Job Summary:

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, so all matters are done 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 and fiscally responsible. Maintains a strong grasp of the financial status of the agency, providing projections and recommendations on how to improve the department, agency financial health, and client relations. Handles day-to-day office operations to ensure the agency runs smoothly. Supports external CFO for monthly reporting and extraordinary financial analysis.

Job Responsibilities: 

ACCOUNTS RECEIVABLE

• Set up new clients/vendors within Strata & WMJ systems
• Routinely meet with the Account Director (AD), reviewing Project Charter to maintain an understanding of each client monthly campaign and budget activity, confirming alignment between Strata, WMJ, and client billing
• Create and assemble monthly client billing and supporting materials for client billing, including POP, spend authorizations/work orders
• Secure AD approval of billing before transmission to the client
• Issue client bills monthly (retainers/pre-bill/flowchart/fee/media by 1st, post-bill by 15th), submitting statements on the 1st of each month
• Issue reports to ADs and client teams, working alongside them to manage client budgets appropriately, notifying them of irregularities, supporting the successful landing of campaign projects
• Produce and distribute ancillary reports for clients as needed, e.g.: Bart PN/OOH
• Reduce A/R aging, follow up with clients for timely payment, record and deposit receivables
• Populate and maintain revenue transfer log, conduct transfers, and manage correct fund transfers
• Conduct routine (weekly+/-) Strata/WMJ data syncs, confirming correct importation and error-free

ACCOUNTS PAYABLE

• Work with client account teams to ensure timely collection and processing of the previous month's vendor invoices by the 12th
• Process all (operating, media) payables in WMJ, gather/review/retain all supporting material from account teams
• Issue vendor payments on the 10th and 25th through the correct account and tool (check, Fast Pay, Positive Pay, Ghost Cards)
• Monitor A/P aging, and troubleshoot to reduce excessively delayed payments
• Consult with ADs, and the account team for discrepant items
• Notify the team of Not Received
• Maintain knowledge of payables, and 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, anticipate income/expenses/transfers impacting balances
• Enter monthly credit card transactions for the reconciliation process
• Download and reconcile all bank/credit card accounts
• Present best practices, and workflows for all areas of accounting and finance within the agency
• Maintain strong knowledge of the overarching financial situation of the agency, making recommendations to improve, areas that need attention, best practices
• Perform monthly closing of company accounts and client campaigns by 10th of the 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
• Prepares and provides CEO with monthly reports (P&L, expense reports, forecast P&L, balance sheet) by the 10th of month
• Provide projections for cash flow and quarterly, and annual outlook, ensuring agencies cash flow is adequate to meet commitments
• Compile timesheets and associated profitability reports by client/project/staff
• Seek profitability improvements and operational efficiencies that benefit the agency, clients, staff
• - Oversee all financial operations as the 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, making recommending new workflows, tools or systems
• - Contributes 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

OFFICE

• Order supplies & equipment, keeping records of the latter
• Assist with travel arrangements, handle expense reports/reimbursements
• Manage vendor services (software, internet, copy machine, IT, water, etc.), routinely shopping providers, possible savings
• Manage all insurances (MPLI, GL/Property, Flood), execute policies (with CEO approval), confirm sufficient coverage, annually shopping
• Filing, retention & purging/shredding of applicable documents
• Circulate USPS mail 

QUALIFICATIONS:

• Minimum of 3 years of accounting experience required, small business and marketing/advertising experience preferred
• Knowledge of finance and accounting systems, QuickBooks, and Workamajig a plus
• Proficiency in Microsoft Excel
• 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 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 overtime
• Bachelor's degree in Accounting or Finance
• Understanding of internal controls over financial reporting