Pink Sparrow is a forward-thinking design and fabrication shop specializing in experiential environments. Partnering with top-tier agencies and brands, we create the best platform for your message by producing high-quality, impactful environments for marketing events, pop-ups, mobile tours, retail, trade shows, and much more.
With over 40,000 sq ft of fabrication space across Brooklyn and Los Angeles, our multidisciplinary team of industry experts is equipped to make any sized vision a reality.
Essential Responsibilities:
- Process vendor invoices accurately and in a timely manner, ensuring proper approvals and supporting documentation are in place
- Partner closely with Project Managers and Producers to ensure all invoices are correctly coded to the appropriate project/job and general ledger accounts
- Track and manage vendor deposits and prepayments, ensuring alignment with project kickoff schedules, material procurement timelines, and production milestones
- Coordinate with internal teams to prioritize payments based on project urgency, vendor requirements, and cash flow constraints
- Review and process AMEX and employee expense submissions, ensuring compliance with company policies and timely turnaround
- Prepare and submit weekly AP payment lists, clearly identifying critical payments tied to active projects and production deadlines
- Maintain accurate AP aging and proactively flag past due balances, discrepancies, or risks that could impact project execution
- Communicate with vendors regarding invoice status, payment timing, and required documentation while maintaining strong working relationships
- Ensure all invoices are properly matched to purchase orders, budgets, and approved project costs where applicable
- Support month-end close by assisting with AP accruals, reconciliations, and ensuring all project-related costs are captured in the correct period
Additional Responsibilities:
- Assist in managing vendor onboarding, including W-9 collection and compliance documentation
- Support cash flow planning by providing visibility into upcoming payables, deposits, and large vendor commitments
- Help enforce procurement and AP controls, including proper approvals and advance notice of vendor deposits
- Partner with Project Teams to ensure timely submission of final vendor invoices to support client billing and collections
- Assist in tracking and reconciling project-level cost overruns or variances related to vendor spend
- Support audit requests by preparing AP documentation and project cost support
- Identify opportunities to improve AP workflows, automation, and coordination with project teams
- Provide backup support for other accounting functions as needed
Qualifications:
Required:
- Bachelor's degree (Accounting, Finance, or related field preferred)
- Minimum of 2-3 years of experience in a similar role.
- Proficiency in QuickBooks, Excel, and Google Sheets.
- Excellent organizational skills and attention to detail.
- Strong communication skills to interact effectively with other teams.
- Ability to work independently and manage multiple tasks efficiently.
Pay: $60,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
