Accounts Payable/Expense Management Specialist

Accounts Payable/Expense Management Specialist Philanthropic Investment Company Santa Monica, CA Job Details Contract $20 - $40 an hour 23 hours ago Qualifications Interpersonal skills Policy & process development Bachelor's degree Attention to detail Organizational skills Critical thinking Stakeholder relationship building Full Job Description This position is onsite at our Los Angeles location. Relocation expenses are not provided. Who We Are Our every action is a love letter to the world. Our Mission is to BOOST people to be their best selves so we can improve the world together. Sound ambitious? We believe we can achieve it if we work together because no one can succeed alone — which is why we need you! Are you ready? The Accounts Payable Specialist will be an integral part of the family office group and will report directly to the Controller. You'll be responsible for providing a variety of accounting and administrative services with limited supervision. Who You Are You're an energetic, detail-oriented self starter who thrives on accountability and operational excellence. You take ownership of outcomes, not just tasks, and you're comfortable following up, enforcing processes, and ensuring things get done the right way. You are highly organized and proactive, with a strong sense of urgency and follow-through. You don't let things slip—you track, monitor, and close loops consistently. You're comfortable working across teams, building relationships, and holding others accountable while maintaining professionalism and trust. You thrive in fast-paced environments, can pivot quickly, and are able to manage multiple priorities at once. You are discreet, trustworthy, and understand the importance of handling sensitive financial information with care. You're a problem solver and systems thinker who looks for ways to improve processes, not just execute them. You communicate clearly, think critically, and operate with a high level of integrity and judgment. What You'll Do Expense Management (Primary Function) Own the end-to-end expense management process using Emburse Ensure all expenses are submitted on time, fully documented, and policy-compliant Monitor and reconcile credit card transactions and expense reports Maintain clean, accurate, and audit-ready financial records at all times POD Expense Oversight Act as the primary expense liaison across all PODs Oversee expense activity across teams, ensuring adherence to timelines and policies Proactively follow up on: Missing receipts Late submissions Incomplete or incorrect reports Build strong relationships across teams to drive responsiveness and accountability Compliance & Enforcement Enforce expense policies and financial controls across the organization Review and reject incomplete or non-compliant submissions Hold stakeholders accountable to deadlines and documentation standards Escalate repeated non-compliance or risks to A&F leadership as needed System Ownership (Emburse) Serve as the primary administrator and owner of the Emburse platform Maintain and optimize: Approval workflows Policy rules User permissions Continuously improve system efficiency and adoption across the organization Reporting & Insights Track and analyze expense data across PODs Identify trends, inconsistencies, and potential risks Provide insights and reporting to A&F leadership to support financial accuracy Process Improvement & Documentation Identify inefficiencies in expense workflows and implement improvements Develop and maintain SOPs and documentation Support scalable systems that enable operational continuity as the organization grows Training & Adoption Train team members on proper expense submission and use of Emburse Reinforce financial discipline and best practices across the organization Drive consistent adoption of tools and processes Confidentiality Maintain strict confidentiality regarding financial and organizational information Handle sensitive data with discretion, professionalism, and sound judgment What You'll Bring 3-6+ years of experience in finance operations, accounting, or expense management Experience owning or managing an expense platform ( Emburse or similar ) Strong attention to detail and organizational skills Proven ability to follow up consistently and enforce processes Experience working across teams or business units High level of discretion, integrity, and professionalism Strong problem-solving and critical thinking skills Excellent verbal and written communication skills Ability to manage multiple priorities in a fast-paced environment Tech-savvy with the ability to learn and optimize new systems quickly A proactive, ownership-driven mindset with strong follow-through Ability to pivot quickly and remain flexible as priorities evolve

Physical Requirements/Work Environment:

Prolonged periods of sitting or standing and working on a computer

Work Authorization/Security Clearance Requirements:

N/A EEO Statement:

We are an Equal Opportunity Employer committed to a work environment that supports and respects all individuals. We do not discriminate on any basis protected by applicable federal, state, or local law. Compensation will be determined based on experience, skills, location, engagement scope, travel requirements, and other job-related factors. We are committed to providing reasonable accommodations for qualified individuals with disabilities and for religious beliefs and practices, in accordance with applicable law.

IMPORTANT NOTICES

•For the health and safety of our employees and the workplace, all employees are expected to be up to date on required vaccinations (Influenza, COVID-19, and Tdap (received within the last 10 years)) and to receive annual influenza and

COVID-19

vaccine, unless a reasonable accommodation is approved based on a medical condition or sincerely held religious belief. •This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required. Duties, responsibilities and activities may change at any time with or without notice, based on strategic priorities. •Availability outside standard business hours may be required. We can't wait to meet you. Bye for now!

Pay:

$20.00 - $40.00 per hour Application Question(s): How many years of experience do you have managing an expense platform like Emburse, Concur, or Expensify? Please specify which platform(s) you have used and whether you have experience managing approval workflows or user permissions within those systems. Maintain "audit-ready financial records" is a primary function of this position. Can you describe your process for reviewing high volumes of transactions to ensure 100% accuracy and policy compliance? How do you ensure nothing "slips through the cracks"? This role calls for a "systems thinker." Can you provide an example of a process inefficiency you identified in a previous finance or operations role and the steps you took to implement a more scalable solution? A core part of this role is enforcing policies and following up on missing receipts or late submissions. Describe a time when you had to hold a team member or stakeholder accountable for a missed deadline or a non-compliant expense. How did you handle the situation while maintaining a professional relationship? This position requires dealing with sensitive financial information and high-level discretion. Can you confirm your experience working with confidential data and explain how you ensure the integrity and security of that information in your daily workflow? Based on the job description, do you have at least 3-6 years of experience in finance operations, accounting, or expense management? Please briefly describe your previous involvement in the end-to-end expense reconciliation process.

Education:

Bachelor's (Required) Willingness to travel: 50% (Preferred)

Work Location:

In person