Payables and Expenses Administrator; FTC)

Payables and Expenses Administrator (3-6 Month FTC)

Songtradr UK

VACANCY: 3-6 Month FTC

Songtradr is the world’s largest B2B music technology company, offering end-to-end music licensing, rights management, and direct-to-fan solutions. Through strategic acquisitions like Massive Music and Bandcamp, Songtradr empowers music creators and enables brands to connect with audiences through the power of music.

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Your role would include, but not be limited to, the following:

• Invoice Processing:
  Manage the full cycle of invoice processing, including receiving, verifying, obtaining approval and entering invoices into the accounting system for all operating expenses.
• Payment Processing:
  Prepare and process payments to vendors for COGS and operating expenses, ensuring accuracy and timeliness. This involves using various payment methods, such as EFT, checks, and wire transfers and collaboration with Finance Operations counterparts to confirm COGS invoices are ready for payment.
• Reconciliation:
  Reconcile vendor statements with internal records to identify and resolve any discrepancies.
• Problem Resolution:
  Act as the main point of contact for vendors regarding payment inquiries and invoice issues.
• Sales, Indirect and Withholding taxes:
  Ensure that these are correctly recorded for each vendor invoice.

• Expense Report Auditing:
  Audit and process employee expense reports, ensuring all submitted expenses comply with the company's T&E policy and are supported by appropriate documentation.
• Reimbursements:
  Process timely and accurate reimbursements to employees for out-of-pocket expenses.
• Policy Enforcement:
  Educate employees on T&E policies and enforce compliance to prevent misuse and control costs.

• Vendor Onboarding:
  Onboard new vendors, which includes collecting and verifying necessary documentation such as W-9 forms and banking information in accordance with finance policies.
• Database Maintenance:
  Maintain and update the vendor master file with accurate and current information.
• Relationship Management:
  Build and maintain professional relationships with vendors to ensure smooth operations and resolve issues efficiently.
• Reporting:
  Prepare reports on vendor spend, outstanding liabilities, and expense trends for management.

• Closure of Accounts Payable ledgers & Expense Management ledgers at month-end and reconciliation of detailed ledgers to trial balances involving many different currencies.
• Preparing Financial Reports:
  Generating reports for management on the status of accounts, including aging reports and cash flow forecasts.
• Maintaining Records:
  Organizing and filing all invoices, payment records, and related correspondence for easy access and audit purposes.
• Assisting with Audits:
  Providing documentation and support for internal and external audits.
• Controls:
  Ensuring all processes and controls are in compliance with finance policies and procedures.

• Multiple entities and currencies:
  This role operates across multiple entities and currencies and so must have the proven skills and ability to work in this environment and provide guidance and coaching to others.
• Mineral Tree and associated system team super user:
  Providing guidance to the finance and control team how to best use the systems and apply consistent processes.
• Creating and Improving systems and processes:
  Creating, implementing, training & rolling out new and improved processes and controls to streamline and improve the expense and payables processes for greater robustness, controls, efficiency and scalability in a global environment.
• Provide mentoring and guidance to finance and control team members on appropriate processes and controls, and support the Head of Finance Operations in ensuring processes and controls are applied in a consistent and compliant way.

We are a fast-moving business, and other activities and projects will be assigned as required.

• Proven ability and experience operating globally across multiple entities and currencies
• Strong organisational skills
• Strong process management and financial…