Accounts Assistant | Photography and Production Agency | NYC

Accounts Assistant | Photography and Production Agency | NYC (hybrid)

The Client

A photographic agency and production company that has represented leading artists across fashion, editorial and advertising for 15 years. With a well-established global base and a growing New York studio, the business sits where creative production meets commercial discipline, and it is now investing in the finance and operational backbone that keeps its projects running smoothly. This is a rare chance to become the operational heartbeat of a respected creative studio.

The Role

This is a standalone, hands-on role owning the day-to-day finance and operations of the New York studio. Reporting jointly to the Group Financial Controller in London and the New York Director, you will run the full accounting cycle for the US business, from accounts payable and receivable through to bank reconciliations, project close-outs and tax documentation, while supporting monthly payroll. Alongside the numbers, you will keep the studio itself running: a client-ready space, well-managed suppliers, and the kind of warm, organized environment a creative team depends on. Success looks like a studio where the finances are accurate and up to date, and the day-to-day simply works.

Key Responsibilities

• Manage accounts payable: enter supplier invoices, resolve payment enquiries, reconcile supplier accounts and prepare payments for approval.
• Manage accounts receivable: raise and issue customer invoices, chase outstanding payments proactively and resolve billing queries with clients.
• Perform daily bank reconciliations and reconcile company credit card transactions, ensuring every payment and receipt is accurately recorded.
• Reconcile project accounts with producers and agents during project close-out (“wrapping books”).
• Process staff expense claims and prepare US supplier tax documentation, including W-9s, W-8BENs and 1099-related information, liaising with external tax advisors on federal and state filings.
• Support the Group Financial Controller with monthly payroll and the rollout of new accounting systems.
• Run wider studio operations: office supplies and inventory, third-party vendors, mail and deliveries, the main phone line and general enquiries.
• Own studio hospitality: keep the space client-ready, the kitchen stocked, and coordinate team lunches and internal events.

Essential Experience

• Previous experience in the media or creative industries, with a genuine understanding of project workflows and how they translate into financial processes.
• Excellent numeracy and exceptional attention to detail.
• Strong Excel / Sheets skills and all-round IT proficiency.
• Confident preparing and presenting weekly and monthly reports for senior stakeholders.
• Excellent written and verbal communication, with a collaborative, client-focused approach.
• Comfortable working independently in a standalone role while collaborating closely with colleagues across two locations.

Desirable Experience

• Exposure to US tax documentation (W-9, W-8BEN, 1099) and federal / state filing processes.
• Experience supporting payroll or implementing a new accounting system.

Package: $60,000 - $90,000 bonus

Location: NYC - Hybrid

At Harmonic, we are dedicated to fostering an inclusive and equitable workplace. We actively welcome applications from individuals of all backgrounds and assure you that every candidate will be thoughtfully considered for the roles we represent, without regard to race, religion, gender expression, disability, or sexual orientation.