Payables and Expenses Administrator (3-6 Month FTC)

Songtradr

13d•Onsite

About The Position

Songtradr is seeking a Payables and Expenses Administrator for a 3-6 month fixed-term contract. This role involves managing the full cycle of accounts payable, including invoice processing, payment preparation, and vendor reconciliation. Additionally, the administrator will audit and process employee expense reports, ensure compliance with T&E policies, and manage vendor onboarding and database maintenance. The position requires expertise in handling multiple entities and currencies, acting as a super user for systems like Mineral Tree, and contributing to the creation and improvement of financial processes and controls in a global environment. The role also involves mentoring finance team members and supporting the Head of Finance Operations.

Requirements

Proven ability and experience operating globally across multiple entities and currencies.
Strong organizational skills.
Strong process management and financial controls experience.
High Attention to Detail.
Confidentiality.
Strong collaboration skills and communication skills.
Strong ability to manage internal and external stakeholders.

Nice To Haves

Mineral Tree and associated system team super user experience.

Responsibilities

Manage the full cycle of invoice processing, including receiving, verifying, obtaining approval and entering invoices into the accounting system for all operating expenses.
Prepare and process payments to vendors for COGS and operating expenses, ensuring accuracy and timeliness using various payment methods (EFT, checks, wire transfers).
Reconcile vendor statements with internal records to identify and resolve discrepancies.
Act as the main point of contact for vendors regarding payment inquiries and invoice issues.
Ensure sales, indirect, and withholding taxes are correctly recorded for each vendor invoice.
Audit and process employee expense reports, ensuring compliance with the company's T&E policy and proper documentation.
Process timely and accurate reimbursements to employees for out-of-pocket expenses.
Educate employees on T&E policies and enforce compliance.
Onboard new vendors, collecting and verifying necessary documentation (e.g., W-9 forms, banking information).
Maintain and update the vendor master file with accurate and current information.
Build and maintain professional relationships with vendors.
Prepare reports on vendor spend, outstanding liabilities, and expense trends.
Close Accounts Payable and Expense Management ledgers at month-end and reconcile detailed ledgers to trial balances in multiple currencies.
Generate financial reports for management, including aging reports and cash flow forecasts.
Organize and file all invoices, payment records, and related correspondence.
Provide documentation and support for internal and external audits.
Ensure all processes and controls are in compliance with finance policies and procedures.
Operate across multiple entities and currencies, providing guidance and coaching to others.
Serve as a Mineral Tree and associated system team super user, providing guidance on system usage and consistent processes.
Create, implement, train, and roll out new and improved processes and controls for expense and payables management.
Provide mentoring and guidance to finance and control team members on processes and controls.
Support the Head of Finance Operations in ensuring processes and controls are applied consistently and compliantly.
Undertake other assigned activities and projects as required in a fast-moving business environment.