AP Expenses (Contract)

ABOUT VAYNERX

VaynerX (https://vaynerx.com) is the most contemporary family of companies, working together to build and grow brands. Subsidiaries include VaynerMedia, Eva Nosidam Productions, The Sasha Group, Gallery Media Group, Tingley Lane Trading, VaynerSpeakers, and VaynerCommerce.

ABOUT VAYNERMEDIA 

VaynerMedia is a contemporary global creative and media agency with an expertise in driving relevance for clients and delivering impactful business results. The independently-owned company was founded in 2009 by Gary Vaynerchuk, and has offices in New York, Los Angeles, Toronto, Mexico City, London, Amsterdam, Singapore, Delhi, Kuala Lumpur, Bangkok, Tokyo, and Sydney. VaynerMedia has been recognized for its work at Cannes Lions, the Clio Awards and The Webby Awards. It is part of the VaynerX family of companies.

Culture is our key and Empathy is how we build it. VaynerMediaEMEA is strong with a world-class combination of diverse backgrounds collaborating to put forward innovative, creative and strategic solutions to the one advantage that stands the test of time --- PEOPLE. Day in and day out, we propel some of the biggest brands in the world to the intersection of attention and culture. In EMEA, we are proudly +300, servicing a diverse client all around the region.

Who are you?

You’re highly organized, solutions-focused, and known for your precision. You thrive on ensuring every cent is accounted for, and love solving puzzles—whether it’s reconciling a credit card statement, decoding a staff claim, or making sure freelancers get paid accurately and on time. You have a deep respect for compliance, accurate coding, and timely reporting, and enjoy working with both systems and people.

Here’s where you come in...

Staff Claims Management

• Review staff expense claims to ensure accuracy, completeness, and compliance with internal policies.
• Reconcile staff claims monthly and coordinate with the Finance and People teams for resolution of discrepancies.
• Record staff claims in the accounting system, ensuring correct job code and GL code tagging.

Credit Card Reconciliation & Recording

• Perform monthly reconciliation of corporate credit card statements for both billable and non-billable expenses.
• Ensure all credit card transactions are accurately recorded and mapped to the correct job code, GL code, and cost center.
• Liaise with cardholders for supporting documentation and timely submission of credit card reports.

Freelancer Invoice Processing

• Monitor and record freelancer invoices issued via Deel, ensuring proper categorization and timely processing.
• Verify that freelancers timesheets have been submitted before processing payments to ensure accurate billing and cost allocation
• Reconcile monthly Deel payments and ensure all costs are accurately reflected in the P&L.
• Work closely with Resource and Commercial Finance teams to confirm usage, job code assignment, and tax treatment (where applicable).

Process & Compliance

• Maintain high standards of data integrity across all expense and payment records.
• Act as a gatekeeper for expense policy compliance and provide reminders or support for teams as needed.
• Continuously look for opportunities to simplify, automate, and improve AP processes.

We treasure personality and experience yet we do know that these qualifications lead to what WE KNOW as a success.

• 2–3 years of experience in Accounts Payable, Expense Management, or General Accounting (Advertising/Media agency background is a plus!)
• Strong attention to detail and a solid understanding of expense policies and reconciliations.
• Proficiency in Excel/Google Sheets; experience with NetSuite, Navan and Deel is advantageous.
• Familiar with job code/GL coding logic and financial systems integration.
• Ability to work independently and collaboratively across functions and regions.
• A natural communicator who is approachable, proactive, and always willing to help.
• Committed to continuous improvement and excited to be part of a high-performance team.

Bonus if you...

• Have experience working with global vendors or in a Shared Services setup.
• Understand the nuances of billable vs non-billable expense treatment in a project-based environment.
• Have worked with expense tools like Expensify, Concur, or similar platforms.

What you should know about VaynerMedia

Think “lab” and not “agency”. We get excited about solving business problems, not creating advertising for the sake of making advertising. Our entrepreneurship DNA runs deep. We’re willing to break rules, try new things, and test hypotheses if it means better understanding our craft. It’s fun!

Our environment (and pace) feels much more like a start-up than most agencies you might be used to. Hopefully that, and the opportunity to collaborate with the talented and enthusiastic crew, work with big brands excites you, as it does us. We can’t wait to meet you.