Accounts Payable and Vendor Management Specialist

About the Role

We’re looking for an experienced Accounts Payable professional who enjoys owning a process, solving problems, and working directly with people.

At Aragon Artists, accounts payable is more than processing invoices. You’ll play a key role in making sure our talent and vendors are properly onboarded, paid accurately and on time, and supported throughout the payment process. You’ll work closely with our Booking Manager and Finance team in a fast-paced, event-driven environment where strong follow-through, sound judgment, and clear communication matter.

This is a hands-on role for someone who is comfortable managing the full AP cycle, understands W-9 and 1099 requirements, and can provide excellent service while still setting clear expectations and maintaining strong processes.

What You’ll Do

Own the day-to-day accounts payable process, including invoice review, coding, approvals, payment processing, and follow-up.
Partner with the Booking Manager to onboard new talent and vendors and ensure required payment and tax documentation is complete.
Review W-9s for accuracy and completeness and work directly with vendors to resolve errors, missing information, and TIN issues.
Maintain accurate vendor records, including legal name, tax classification, payment information, addresses, and contact details.
Serve as the primary point of contact for talent and vendors regarding invoices, payment status, onboarding, and payment-related questions.
Support year-end 1099 preparation, review, and resolution of vendor tax-documentation issues.
Troubleshoot invoice, payment, and vendor-account issues and coordinate with internal teams when additional information or approvals are needed.
Help improve and document AP, vendor onboarding, and related operational processes as the company continues to grow.

What We’re Looking For

2+ years of hands-on accounts payable, bookkeeping, accounting operations, or similar experience.
Strong knowledge of Form W-9 requirements and 1099 reporting.
Experience reviewing and resolving incomplete W-9s, TIN mismatches, and other vendor tax-documentation issues.
Experience owning or substantially managing the full AP cycle rather than only one step of the process.
Strong attention to detail and ability to manage a high volume of invoices, vendors, and follow-ups.
Excellent written and verbal communication skills with a service-oriented approach.
Ability to set clear expectations with vendors while remaining professional, responsive, and solutions-focused.
Strong organizational skills and the ability to independently prioritize and follow issues through to resolution.
Comfortable working in a fast-moving environment where payment volume fluctuates around events and productions.
Strong systems aptitude and comfort working in automated accounting and payment platforms; able to learn new software quickly, understand system workflows, and troubleshoot routine issues independently.
Ability to handle confidential financial and tax information with discretion.

Bonus Points

Experience with Bill.com.
Experience working in live events, entertainment, production, experiential marketing, hospitality, or another project-based environment.
Experience supporting a large population of independent contractors, talent, or vendors.
Experience with vendor onboarding platforms, TIN matching, or automated W-9/1099 compliance tools.

Role Details

Full-time position
Hybrid/remote; must be within commuting distance of our Miami (Little River) office
Occasional travel required

Why Join Us

Work on high-end, creative events across a variety of markets
Be part of a collaborative, fast-growing team
Opportunity to build strong industry relationships and deepen expertise in live entertainment
A role with real ownership and impact on the client experience

Pay: $52,000.00 - $70,000.00 per year

Benefits:

401(k)
Dental insurance
Flexible schedule
Flexible spending account
Health insurance
Life insurance
Paid time off
Retirement plan
Vision insurance

Education:

Bachelor's (Required)

Language:

English (Required)

Ability to Commute:

Miami, FL 33138 (Required)

Work Location: Hybrid remote in Miami, FL 33138