Coordinator, Accounts Payable & Expenses

GALE is a Business Agency that brings its insights to brand storytelling and activates it across every channel. With expertise in business strategy, media, CRM, brand communications, performance marketing and technology, GALE creates integrated marketing systems and communications that grow businesses. Founded in 2014, the agency has since been named Ad Age Data and Analytics Agency of the Year and Adweek’s Breakthrough Media Agency of the Year.

We work with Hard Rock, MilkPEP, H&R Block, Dropbox, Hertz and more. If you’re driven by a passion to build something great, a desire to innovate, and a commitment to achieve excellence in your craft, GALE is a great place for you!

GALE has nine offices around the world, including New York, Toronto, Los Angeles, Austin, Denver, Kansas City, London, Bengaluru and Singapore. GALE embraces a hybrid, flexible workplace with employees asked to attend the office three days per week. 

As a global agency, we are currently hiring across multiple locations within North America, please apply today to learn more. You can check our office locations here.

Impact

The Coordinator, Accounts Payable & Expenses holds substantial accountability for day-to-day interactions with internal and external stakeholders. This role is responsible for the effective and timely handling of all tasks associated with accounts payable and expense report reimbursements. It is a critical function in servicing fast-paced client business.

• 2+ years of experience in accounts payable, financial operations or a related area, with demonstrated expertise in invoice processing, reconciliations and expense reporting.
• Experience and proficiency with enterprise level accounting systems/programs as well as the ability to multi-task on multiple, cloud-based applications and platforms. Experience with Maconomy a plus.
• Strong analytical and Excel skills.
• Excellent attention to detail.
• A team player, quick learner, and strong problem solver.
• Must be able to independently manage competing projects and deadlines, is proactive, detail oriented, and must possess outstanding follow-through skills while remaining accountable for work produced.
• Must have a customer service-oriented attitude with the ability to work closely with internal and external project teams.
• Must have excellent written and verbal communication skills.
• Experience in a fast paced, client service environment with a high sense of urgency and a positive attitude.
• Expresses curiosity and asks questions.
• Knows when to ask for help.

• Take ownership of the full accounts payable process, including verifying, obtaining approvals, and processing invoices and related disbursements (checks, wires, ACHs) for both Toronto and New York operations.
• Review and audit complex business expense reports (coding, HST/GST) for compliance and reimbursement, ensuring accuracy and adherence to company policy.
• Reconcile corporate credit card transactions, with the responsibility of reviewing more complex or higher-volume accounts.
• Manage the reconciliation of all travel expenses, ensuring charges are assigned to correct projects, and adhere to corporate policy.
• Support the Manager in the implementation and maintenance of purchasing controls (e.g., PO’s, approval workflows) to improve financial operations.
• Lead the reconciliation of invoices with purchase orders for higher-volume transactions or vendor accounts.
• Act as the primary point of contact for more complex vendor inquiries and disputes, resolving issues proactively.
• Take initiative in maintaining and improving the vendor file system and overall department organization.
• Assist with the month-end closing process, including the preparation of expense accruals, intercompany reconciliations, and financial reports.
• Assist with preparing and submitting business expense reports for senior executives, including the CEO, or act as a backup when needed.
• Prepare cost reports (variance analysis / forecasting) on a monthly basis to management.
• Take on ad hoc projects and duties as assigned, providing senior-level assistance across the department.

Note: Hybrid work in office is an essential function of the job.

Our Commitment to Inclusion

We believe in inclusivity and do our best work when people with diverse perspectives, backgrounds, and skills are brought together. Our Core Values are at the root of GALE’s collaborative environment and help to foster a strong community. Our Code of Conduct, Human Resources policies, and executive investment in inclusion further support and protect GALE’s inclusive workplace. GALE is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. 

Our Hiring Process

We want you to be just as discerning in making your next career move as we are finding great talent to join our team. Our interview process will allow you to meet a range of people from various disciplines and domains both virtually and in person. Please discuss with our recruiters if you require any accommodations throughout the process to help enable a smooth interview.