Finance & Accounting Assistant

Job Description

Finance Intern | VX Media

The Tone:
This is an internship at VX Media, located in New York, NY. VX Media is a media company focused on influencer marketing, talent management, social media consulting, and content production, working with a diverse range of brands in fashion, accessories, and beauty across the global social landscape. This role is crucial for ensuring the smooth and accurate financial operations of the company, directly contributing to efficient financial management and supporting strategic growth.

The TL;DR
• Role: Internship
• Location: In-person New York, NY
• Mission: Support the finance team in managing daily financial operations, maintaining accurate records, and improving financial processes to ensure efficient company performance.
• Tech Stack: Ramp, Lark, QuickBooks

What You’ll Actually Do
• Accounts Payable: Manage vendor and creator payments by meticulously reviewing invoices against existing contracts, purchase orders, and internal approvals before processing. This includes assisting with the onboarding of new vendors by collecting necessary W-9 / W-8 forms and ensuring records in Ramp and Lark are complete and accurate. You will also keep the AP aging report up to date and help prepare the weekly payment schedule.
• Client Billing: Support client invoicing and collections by helping prepare client invoices based on specific contracts, purchase orders, and agreed-upon project milestones. This involves tracking open invoices by their due dates, following up on payment status with clients and internal account teams, and accurately recording payments when they are received.
• Project Accounting: Organize production costs effectively by project and client, and accurately compare actual costs against the established project budget. You will help close out finished projects by confirming all costs are recorded, flagging any costs incurred but not yet invoiced, and gathering all necessary supporting financial documents.
• Financial Operations: Assist with essential month-end close activities, including performing bank, credit card, and payment platform reconciliations. You will review transaction categories in QuickBooks, follow up on any unclear items, and help prepare supporting schedules for monthly reports and the weekly cash flow forecast. Additionally, you will support cross-office activities by matching transactions between our New York, London, Hong Kong, and Shanghai entities, and gathering documents for tax filings, audits, and production tax credit applications as needed.
• Process Improvement: Identify repetitive or error-prone financial tasks and actively help build better templates, trackers, or even AI-assisted workflows to enhance efficiency. A key part of this will be documenting how recurring tasks are done, ensuring clear standard operating procedures are available for future team members.

The Must-Haves
• Background: Entry-Level. Foundational understanding of accounting and finance principles.
• Experience: Experience with reviewing financial documents, tracking data, and supporting financial operations.
• Skills: Proficiency with financial software such as QuickBooks, Ramp, and Lark. Strong organizational abilities and attention to detail.