Accounts Payable Assistant

Who We Are:

Figure8 is an experience first company. We create experiums. Places outside of distraction, away from expectation, and beyond inhibition. Spaces to get lost and found. We invite guests to take a moment. To recognize, realize, and reignite relationships with the people and places around them.

Who You Are:

The Accounts Payable (AP) Assistant will play a critical role in supporting the Museum of Ice Cream's growing finance operations. This role ensures timely, accurate, and efficient handling of accounts payable activities within Ramp, our AP management system. The AP Assistant will oversee invoice processing, vendor communications, and coding compliance while collaborating with General Managers (GMs) and the finance team to maintain smooth weekly and monthly close processes.

This individual demonstrates a strong set of competencies that make them highly effective in managing accounts payable and financial processes. They are detail-oriented, ensuring accuracy in coding, documentation, and approvals, while also being process-driven by enforcing weekly AP cutoff deadlines to support a smooth month-end close. Collaboration is central to their approach, as they work seamlessly with general managers, vendors, and finance leadership. They take a proactive stance by anticipating potential issues such as missing documentation, duplicates, or delayed approvals and resolving them quickly. Additionally, their adaptability allows them to manage high transaction volumes and shifting priorities, particularly during New Museum Openings (NMOs), where flexibility and precision are essential.

Ramp System Oversight

• Monitor Ramp daily for new card transactions, bill pay submissions, and incoming invoices.
• Review, code, and document vendor invoices within Ramp to ensure accuracy and completeness.
• Confirm receipt matching and compliance for card transactions before syncing to NetSuite.
• Prepare transactions for weekly syncs with NetSuite after final review and approvals.
• Follow up with GMs and approvers to ensure timely coding and approvals.
• Communicate outstanding issues to the finance team prior to sync.

Vendor & GM Support

• Monitor and triage the AP inbox daily to ensure timely responses and prevent bottlenecks.
• Manage vendor communications, including obtaining W-9s, banking details, and resolving duplicate invoice issues.
• Support GMs in adopting consistent weekly review habits aligned with Ramp's upcoming real-time budgeting features.
• Collaborate with the finance team to ensure coding accuracy and data completeness across all locations.

Transaction Processing & Documentation

• Ensure proper coding of expenses across categories (rent, utilities, supplies, travel, etc.).
• Address urgent and same-day requests promptly to support business continuity.
• Maintain organized records of invoices, receipts, and approvals for audit readiness.
• Assist with preparing reports and reconciliations as required by the accounting team.

Contract Details

• This is a temporary role between $7/hr. - $12/hr.
• This role is expected to last up to 3 months at an average of 20 hours/week
• This role is not benefits or 401k eligible at this time

Figure8 is an equal opportunity employer and we value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability, or any other protected class. 

The Necessities

• 1–3 years of experience in Accounts Payable, Accounting, or related finance role.
• Strong working knowledge of AP software systems; prior experience with Ramp or similar platforms preferred.
• Familiarity with ERP/accounting systems such as NetSuite a plus.
• Excellent organizational skills with the ability to manage high email volume and competing priorities.
• Strong written and verbal communication skills for effective vendor and internal stakeholder interaction.
• High attention to detail with an ongoing commitment to accuracy and timeliness.

Nice-to-Haves:

• Experience in hospitality, retail, or multi-location businesses.
• Knowledge of expense categorization, invoice compliance, and AP best practices.
• Intermediate Excel/Google Sheets skills for reporting and reconciliation support.