Accounts Payable Specialist

Who We Are

BastionBUNTIN is a full-service independent agency that exists to solve the world’s hardest client problems. Headquartered in Nashville, BastionBUNTIN is the U.S. business of global independent agency network Bastion with more than 400 team members across Nashville, Los Angeles, New York, Melbourne, Sydney, Brisbane, Gold Coast, Auckland, and Wellington.

Combining the scale and capabilities of a global network with the agility of an independent agency, BastionBUNTIN delivers integrated services built for the modern marketer. Our clients span a wide range of industries and include Kellogg’s, United Airlines, Spotify, L’Oreal, Avocados from Mexico, Yoshinoya, Cotton Candy Grapes, SERVPRO, CFP Board, Trex, Coca-Cola Consolidated, MARS, Republic Bank, Clayton Homes, and TennPop Seltzer.

Position Overview:

Under the direction of the Director of Accounts Payable, this position is primarily responsible for compiling, sorting, and substantiating invoices and reconciling vendor statements. Candidates should have proven experience in accounts payable, as well as other accounting and administrative-related functions. Successful candidates will be well organized, detail-oriented, and able to perform effectively and meet deadlines in a fast-paced environment.

Key Responsibilities:

Invoice & Payment Processing

• Receive, review, and process invoices from production, media, and other vendors
• Ensure invoices are accurate, properly coded (GL, job number, work code), and approved
• Enter invoices into the accounting system (e.g., NetSuite) and post to the appropriate period
• Manage incoming invoices across multiple channels (email, mail, internal submissions)
• Maintain organized records of all invoices and supporting documentation
• Prepare vendor approval documentation and payment schedules

Vendor & Account Management

• Set up new vendors, including collecting required documentation (W-9, vendor forms)
• Communicate with vendors to resolve discrepancies and confirm outstanding balances
• Request missing invoices to support client billing and pass-through costs
• Reconcile vendor statements and assist with job reconciliations

Credit Card & Expense Management

• Reconcile corporate credit cards (e.g., American Express), including matching receipts
• Review and enter credit card transactions on a regular basis
• Ensure employee expense reports comply with company policy and are processed in a timely manner
• Perform periodic audits of credit card activity

Media & Production Support

• Process and maintain invoices related to media (TV, radio, out-of-home) and production
• Enter production purchase orders and support media spend tracking
• Collaborate with Media and Production teams to ensure accurate coding and billing

General Support

• Maintain organized filing systems (digital and physical)
• Assist with data entry, scanning, and administrative tasks
• Support ad hoc projects and serve as a point of contact for AP-related inquiries

Qualifications

• 3+ years of accounts payable experience
• Advertising or media industry experience is a plus
• Strong attention to detail and high level of accuracy
• Excellent organizational, analytical, and problem-solving skills
• Strong written and verbal communication skills
• Ability to manage multiple priorities and meet deadlines
• Proficiency in Microsoft Office, including intermediate Excel skills
• Experience with accounting systems (e.g., NetSuite) preferred
• Self-motivated with a strong sense of ownership and accountability

BastionBUNTIN Culture

BastionBUNTIN is headquartered in Nashville with offices in Los Angeles and New York. We strive each day to embody our agency’s values: Always Client Centric, Be All In, Create Fearlessly, and Do The Right Thing. These make up the foundation of who we are and how we treat each other and our clients.

Our culture is one of hard work and collaboration, striving to continually strengthen our clients and each other. In addition to our client work, we dedicate time throughout the year to donate work and money to philanthropic causes, to celebrate agency wins and traditions, and to gather together as an agency community. In addition, our Nashville office is dog friendly with numerous furry friends contributing to our work day-to-day.

BastionBUNTIN Mission

BastionBUNTIN exists to put clients, brands, and people in a position of strength to live with conviction and win on results. We are an agency built for the modern marketer, bringing together deep expertise in World Building, Radical Collaboration, and Super Human capabilities to deliver disproportionate impact for clients through the most advanced thinking across every touchpoint.