Accounts Payable Administrator

ABOUT ROCK FORCE

RockForce is the trusted team setting the stage for the greatest moments in live events. With a legacy built on the unification of nine industry leaders, we bring decades of expertise to seamlessly execute concerts, festivals, sporting events, live broadcasts, award shows, and corporate activations.

Through integrated event production, workforce solutions, innovative technologies, and payroll services, RockForce delivers precision, efficiency, and reliability at every scale.

Our people are the magic-united by passion and skill, we operate as one unstoppable force to ensure every event is executed with professionalism, care, and an unwavering commitment to safety and compliance.

Join us as we head into one of the most exciting eras in the live entertainment industry!

JOB DESCRIPTION

The Accounts Payable Administrator is responsible for administering and supporting the company's accounts payable, expense management, and payment processes. This role serves as a primary point of contact for vendor onboarding, invoice processing, employee expense management, corporate card administration, payment coordination, reconciliations, and reporting.

The position works closely with Accounting, Payroll, Operations, and Finance leadership to ensure transactions are processed accurately, approvals are obtained timely, and company policies and internal controls are maintained. This is a highly detail-oriented role requiring strong organizational, communication, and systems administration skills.

Key Responsibilities

Accounts Payable Operations

• Manage day-to-day vendor invoice processing from receipt through payment.
• Review invoices for accuracy, coding, approvals, and supporting documentation.
• Monitor invoice workflow queues and ensure timely processing.
• Research and resolve invoice discrepancies, duplicate payments, and payment exceptions.
• Maintain compliance with AP policies, procedures, and internal controls.

Vendor Administration

• Administer vendor onboarding and maintenance processes.
• Collect and maintain vendor documentation including W-9s, ACH authorizations, Certificate of Insurance and tax records.
• Maintain vendor master data and ensure records remain accurate and up to date.
• Respond to vendor inquiries regarding payment status and account issues.
• Support year-end vendor reporting and 1099 compliance activities.

Expense Management & Corporate Cards

• Administer employee expense reimbursements and corporate card programs.
• Review expense reports for policy compliance and proper documentation.
• Monitor corporate card transactions and supporting receipts.
• Follow up with cardholders regarding missing receipts, coding corrections, and approvals.
• Assist with employee training related to expense policies and procedures.

Payment Administration

• Coordinate weekly and ad hoc payment runs.
• Review payment batches for completeness and accuracy.
• Support ACH, check, credit card, and emergency payment processing.
• Ensure approved invoices and reimbursements are paid according to company schedules.
• Maintain payment records and supporting documentation.

Accounting & Reconciliations

• Assist with month-end close activities related to accounts payable.
• Prepare and review AP accrual schedules.
• Reconcile vendor statements and accounts payable balances.
• Support corporate card and disbursement bank account reconciliations.
• Assist in researching and resolving reconciling items.
• Ensure expenses are recorded in the appropriate accounting period.

Reporting & Analysis

• Prepare accounts payable aging reports and payment status reports.
• Monitor outstanding liabilities and aging trends.
• Assist with audit requests and supporting documentation.
• Maintain organized records for internal and external reporting requirements.
• Identify recurring issues and recommend process improvements.

Qualifications

Required

• 3–5 years of accounts payable, accounting, or finance experience.
• Strong understanding of invoice processing, payment administration, and reconciliations.
• Experience with expense management and corporate card programs.
• Excellent attention to detail and organizational skills.
• Strong problem-solving and analytical abilities.
• Effective written and verbal communication skills.
• Advanced proficiency in Microsoft Excel and Microsoft Office applications.

Preferred

• Experience with Sage Intacct, Ramp, or similar financial systems.
• Experience supporting multi-entity organizations.
• Knowledge of 1099 reporting requirements.
• Experience in a project-based, staffing, payroll, or live events environment.
• Experience supporting workflow automation and process improvement initiatives.

Work Environment

• Hybrid role based in Nashville, TN.
• Frequent collaboration with Accounting, Payroll, Operations, and Finance teams
• High-volume transaction environment with multiple priorities and deadlines.
• Additional hours may occasionally be required during month-end close and peak business periods.

Why RockForce

• Join a rapidly growing organization supporting the live events industry.
• Play a key role in strengthening financial operations and controls.
• Work closely with experienced Accounting and Finance leadership.

EQUAL EMPLOYMENT OPPORTUNITY

RockForce strongly supports equal employment opportunity for all applicants regardless of age (40 and over), ancestry, color, religious creed (including religious dress and grooming practices), family and medical care leave or the denial of family and medical care leave, mental or physical disability (including HIV and AIDS), marital status, domestic partner status, medical condition (including cancer and genetic characteristics), genetic information, military and veteran status, political affiliation, national origin (including language use restrictions), citizenship, race, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, sexual orientation, or any other basis protected by applicable federal, state or local law, rule, ordinance or regulation.

We also afford equal employment opportunities to qualified individuals with a disability. For this reason, RockForce will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant consistent with its legal obligations to do so, including reasonable accommodations related to pregnancy in accordance with applicable local, state and / or federal law. As part of its commitment to make reasonable accommodations, RockForce also wishes to participate in a timely, good faith, interactive process with a disabled applicant to determine effective reasonable accommodations, if any, which can be made in response to a request for accommodations. Applicants are invited to identify reasonable accommodations that can be made to assist them to perform the essential functions of the position they seek. Any applicant who requires an accommodation in order to perform the essential functions of the job should contact Human Resources to request the opportunity to participate in a timely interactive process. We will also provide reasonable religious accommodations on a case-by-case basis.

HIRING PRACTICES

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. RockForce reserves the right to change or modify the employee's job description whether orally or in writing, at any time during the employment relationship. RockForce may require an employee to perform duties outside his/her normal description.

Applicants for employment in the U.S. must possess work authorization which does not require sponsorship by the employer for a visa.