Finance Coordinator - New York

This full-time hybrid role at Hotwire sits in our New York office and will operate on a Pacific Time Zone schedule. 

About you...  

You are a highly organized individual with obsessive attention to detail. You’re hungry to learn and grow with the help of an experienced team. You are a bean counter at heart who thrives on building relationships, earning trust & providing the best possible service to your internal teams. 

You're a roll up your sleeves, whatever it takes, kind of team player. You hit deadlines like the bullseye of a dart board and then naturally turn to support others not quite there yet.

You’re tech-savvy and a quick learner. You take pride in your work even during times that it’s not so glamorous. You understand that while you may be behind the scenes, your work is essential for driving success of the business.

Does this sound like you? Do you have a passion for efficiency, an eye for detail and a desire to be a part of accelerating business? Do you want to be an essential contributor within a high functioning and experienced finance team? Do you love getting out from behind the excel doc and building personal relationship with internal teams?

Then, please continue reading...

About us... 

We are the pre-eminent global tech communications and marketing consultancy. We are a group of expert communicators and marketers who are fanatical about tech and are here to help businesses ignite their possibilities. Our local experience and global scale allow us to deliver bold but pragmatic guidance to tech companies all over the world.

When you work with us, we connect and support you in a way that allows you to achieve limitless success and career growth. For years now, we’ve been named a Best Place to Work by PR Week, PRNews and Crain’s New York.

We are curious, ambitious and connected, but most of all we are one team working together to be the global alternative. 

We are looking for an exceptional Finance Coordinator to join our North America team  

The Hotwire North America business is seeking an experienced, organized and detail oriented Finance Coordinator to support the Finance function. This is a data entry heavy role primarily owning the AP & AR functions while simultaneously building their Accounting chops. This position will support the broader Finance & Operations function and will act as a key liaison with People & Culture and Client Service partners. The US Finance Coordinator is vital to the day-to-day operations of the business and will need to be technically savvy with strong communication to ensure smooth joint operations among key business stakeholders.

The ideal candidate for this role is deeply experienced with both Job and GL invoice coding and multi-card corporate AMEX management within an agency setting. They have a strong desire to grow in the Accounting field and are excited to learn junior accounting tasks as they are mentored for upward growth. They understand that success in this role is both technical and behavioral in that while there is an expectation to both get through the to-do list but also embark on a deep understanding of the business by being an active participant in the wider agency.

Responsibilities Include, but are not limited to, 

Accounts Payable:

• Management of the Accounts Payable inbox including receiving invoices, General Ledger/Job coding and entering invoices into Paprika.
• Set up of new vendors in Paprika and in the bank portal for payment processing.
• Management of company credit cards including collection of receipts, transaction approvals and General Ledger coding.
• Setting up Payment Runs in Chase Bank

Accounts Receivable:

• Responsible for Collections follow-up ensuring on time receipt of payments, escalating issues appropriately when necessary.
• Provide support for the Working Capital report and cash management as needed

Payroll Support:

• Support the Finance team by preparing preliminary documents in advance of bi-weekly payroll cycles. Responsibilities overtime tracking and ensuring applicable timesheets are in the system.

Client Finance:

• Tracking completion of company-wide timesheets & managing communications on missing timesheets prior to billing
• Understanding client budget balances to ensure client payments are received prior to paying vendor invoices

Month End Close:

• Assist the US Finance team with month end close by taking on junior accounting items like GL reconciliations & other ad hoc tasks
• Track monthly costs and report month end accrual needs to accounting team
• Provide systematic reports to support month end process e.g. Travel Credits reporting etc
• Update departmental cost trackers with actuals and distribute monthly to budget holders

Triannual Audit

• Assist US Finance team with fulfilling sampling requests during three annual audit sessions (Half Year (Dec), Interim (May), Full Year (July))
• Constant year-round compliance with audit requirements and procedures to ease completion of each audit
• Assist with adhoc requests and support ongoing process improvement

Systems & Processes Maintenance

• Launch & Management of Finance Intranet
• Subscriptions tracking
• Bonusly Portal
• Travel Platform administration & staff support (Egencia)
• Assist with new systems assessments & rollouts as needed

Other Operations & Local Office Support

• Support purchasing needs of the agency (client gifts, staff gifts, ad hoc purchases)
• Light local office support (sorting mail, placing supplies orders etc).
• Ad hoc support as needed

You’ll Bring

• 3 years+ Experience in a similar Finance role
• The desire to grow in the Accounting field with direct mentorship from our Accounting Manager
• Experience with General Ledger coding, data entry and record keeping. Experience with Job structures required.
• Proficiency in Slack, Outlook and Zoom
• Ability to communicate effectively ,cross-functionally, professionally, and with all levels of management
• Self-motivated with the ability to work with high degree of autonomy and with remote teams
• Positive, authentic, solution-oriented team player with an eye for efficiency & process
• Media/Marketing/PR/Creative agency experience required.
• Ability to thrive in hybrid working environment including at minimum 1 day per week connecting IRL in the San Francisco office

Why Us:

• Flexibility – We understand that life doesn’t always fit around the 9-5; and that work/life integration is crucial.
• Global Reach & Opportunity – You will have the opportunity to work within global teams and travel within the US and globally to connect with clients and colleagues.
• Great Benefits - Strong benefits package includes paid time off, holidays, sick leave, cultural celebration days off, paid time off for community involvement, medical, dental and vision insurance, disability and life insurance, 401K match and a paid 6-week sabbatical after every 4 years of continuous employment. Hotwire offers a variety of bonus opportunities to include business development, annual company bonuses and referral bonuses. Additional benefits include wellness allowance, internet, and phone reimbursement.
• Development Opportunities – A strong learning and development program with training opportunities at all levels.
• Autonomy – The freedom and support to be limitless, and the opportunity to own your career and create the future you want.
• Variety – No day is the same as the last. Both within our own walls, and with our clients, we navigate change daily and there’s always an opportunity to stretch your skills, learn something new, seek out a new challenge, and gain expertise.
• Our Amazing Team – We are connected, ambitious, and friendly. We don’t step on toes to get ahead, we build each other up, develop and teach each other and understand that each person’s individual success is a win for all.

We engage in Thoughtful Working, empowering our talent to determine the best way to work for our clients, our team and Hotwire every single day.

Compensation Range: $60,000 - $75,000

The range listed is just one component of Hotwire’s total compensation package for employees, which includes bonus opportunities and a variety of benefits mentioned above. Hotwire takes into consideration a candidate’s education, training, and experience, as well as the position’s work location, expected work to be performed, required travel (if any), external market and internal value, and internal pay alignment when determining the salary level for potential new employees. A potential new employee’s salary history will not be used in compensation decisions.