Accounts Payable Coordinator

What to Expect
Wonderist Agency is a full-service marketing agency that supports 1,200+ dentists around the country. We pride ourselves on ditching the old fashioned marketing model of stock photos and templated sites. We strive to tell our clients’ stories with bespoke brands, impactful photo and video shoots, and stunning website design (Here is a great example of our work: ---------- )

We’re a team of over 90+ passionate marketers with our headquarters nestled in sunny San Diego. We are walking distance from local hangouts, bars, and the famed Liberty Station. While many companies simply check the required boxes when it comes to culture, a well-balanced team and positive office culture has been the core of our success from the start. We are a social team at heart, and that is one constant that hasn’t changed with all the movement this economy and industry has seen. We have embraced a hybrid work model where local tea ---------- mbers come in at least two days a week. This allows us to work from home and have flexibility, without altogether forgoing the excitement and ---------- nts of collaboration and inspiration you can only get from in-person time. Not to mention, we also genuinely enjoy spending time together and socializing.

We celebrate new ideas and prioritize a culture of trust and respect where tea ---------- mbers can grow and take risks. Each quarter we host events under our four cultural pillars; health & wellness, personal & professional development, social good, and social. We are proud to have been named:
San Diego Business Journal’s Best Places to Work in: 2018, 2021, 2022 and 2023, Inc 5000 Regionals Fastest Growing Companies in: 2021, 2022, 2024, 2025, and 2026, San Diego Business Journal’s Fastest Growing Private Companies list in 2019, 2020, 2022, 2023, and 2024, Inc Best Workplaces list in: 2024 and 2025, and Inc. 5000 for the last 6 years ( ---------- )!

If you work at Wonderist, you likely enjoy a challenge, appreciate autonomy, actually care about clients, and are looking for a team that you can enjoy being part of.

ROLE OVERVIEW
The Accounts Payable Coordinator is responsible for managing the end-to-end payables process at Wonderist Agency across multiple entities. This includes processing vendor invoices, reconciling statements, resolving billing discrepancies, and maintaining accurate financial records. The role works closely with the accounting team and executive suite and reports directly to the Finance Operations Manager.
This position is part of a two-person finance coordination team. A dedicated Accounts Receivable Coordinator owns the client billing and collections cycle. While AR is not a primary responsibility of this role, the AP Coordinator is expected to maintain working familiarity with AR processes to provide light coverage when needed and to collaborate effectively as part of a cohesive finance function.

KEY RESPONSIBILITIES
Weekly
Review and process incoming vendor invoices across multiple entities
Match invoices to purchase orders or approvals and route for sign-off as needed
Respond to vendor inquiries regarding payment status within 24 hours
Log all payables in accounting software and ensure coding accuracy by department and entity
Flag any discrepancies, duplicate charges, or overbilling for resolution
Review and process approved employee expense reimbursements, ensuring proper coding and timely payment
Monitor and reconcile Rippling Spend corporate card transactions against receipts and coding by department and entity
Review and process contractor invoices, including 1099-eligible payments submitted via Rippling or directly by contractors
Attend weekly finance check-in with leadership; come prepared with a current AP snapshot including aged items, open disputes, and any items requiring a decision or escalation

Monthly
Reconcile vendor statements against internal records and resolve any variances
Prepare a monthly AP aging report
Process approved payment runs and confirm remittance details with vendors
Support month-end close by providing complete and accurate AP data on schedule
Maintain organized digital records of all invoices, approvals, and payment confirmations
Reconcile Rippling Spend corporate card statements against internal records and resolve any variances

Quarterly / As Needed
Assist with audit preparation by compiling AP documentation as requested
Identify opportunities to streamline AP workflows or improve vendor billing accuracy
Support annual 1099 preparation by maintaining accurate vendor payment records throughout the year
Collect and maintain W-9s for all new vendors and contractors at time of onboarding; maintain accurate vendor master file
Participate in process improvement initiatives related to finance operations

ESSENTIAL FUNCTIONS
Invoice Processing & Payment Execution: Review, code, and process vendor invoices with accuracy and urgency. Ensure all invoices are matched to proper approvals before payment. Execute payment runs on schedule and confirm remittance with vendors as appropriate.
Vendor Relationship Management: Serve as the day-to-day point of contact for vendor billing inquiries. Maintain professional and responsive communication to protect vendor relationships while advocating for Wonderist's financial interests when discrepancies arise.
Discrepancy Resolution: Identify and investigate billing errors, duplicate charges, and overbilling situations. Document disputes clearly, communicate with vendors to reach resolution, and ensure credits or corrections are reflected accurately in the system.
Record Keeping & Reporting: Maintain complete and organized AP records in the accounting system. Produce monthly aging reports and provide data to support month-end close, audits, and leadership reporting as needed.
Cross-Entity Coordination: Manage payables across multiple entities, applying accurate entity coding and maintaining clear separation of records.
Rippling Spend & Expense Management: Reconcile corporate card transactions in Rippling Spend and process employee reimbursement requests. Ensure all card activity is coded accurately by department and entity and that receipts and approvals are documented.
Inter-Entity Transactions: Support accurate coding and reconciliation of any shared costs or allocated expenses across entities, maintaining clear separation of records.

PERFORMANCE METRICS
Success in this role will be measured by:
Invoice processing accuracy (target: 99%+)
On-time payment execution with no missed due dates
AP aging report delivery on schedule each month
Vendor dispute resolution time
Quality and completeness of records for month-end close

CORE COMPETENCIES
Attention to Detail: You catch errors before they become problems. You verify totals, check coding, and review statements line by line. Nothing gets processed without confirmation.
Integrity: You handle sensitive financial information with discretion and operate with a high standard of accuracy and honesty.
Organization & Follow-Through: You manage a high volume of invoices and vendor communications without letting anything fall through the cracks. You maintain clear records and follow up proactively.
Communication & Professionalism: You correspond clearly and professionally with vendors and internal tea ---------- mbers. You escalate issues with the right information and context so they can be resolved quickly.
Systems Proficiency: You are comfortable working in accounting software and picking up new tools. Experience with QuickBooks, Xero, or similar platforms is essential. Experience with Rippling Spend, ---------- , or similar platforms is a plus.

MUST-HAVE QUALIFICATIONS
2+ years of accounts payable or bookkeeping experience
Proficiency with accounting software such as QuickBooks, Xero, or similar
Strong command of written English for vendor and internal communication
High attention to detail and comfort working with high-volume invoice environments
Ability to work independently and meet deadlines with minimal supervision
Reliable internet connection and ability to work during Pacific Time business hours (partial overlap required)
Payment execution authority will be granted by leadership up to an approved threshold; comfort initiating and confirming payment runs within those parameters is required

BONUS POINTS FOR…
(If you don't have these but are organized and want to learn, we want to hear from you!)
Experience in a subscription-based or recurring billing environment
Familiarity with Rippling, Stripe, HubSpot billing, or similar platforms
Background in agency, marketing, or professional services environments
Experience supporting multi-entity accounting operations
Working knowledge of accounts receivable processes

This role is offered as an EOR arrangement.