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.