Accounts Payable Manager

Job purpose

The Accounts Payable Manager will oversee an accounts payable team, direct the processing of invoices and payments, and manage expense accounts and budget reports.

Duties and responsibilities

• Oversees reports regarding cash flow; ensures correct payments are made in a timely manner
• Oversees the full-cycle accounts payable process, including invoice receipt, coding, approval, and payment.
• Ensure timely and accurate processing of high-volume vendor invoices, often tied to equipment purchases, parts, and freight.
• Manage three-way matching (purchase order, receiving report, invoice) for equipment and inventory purchases.
• Maintain and enforce internal controls to safeguard company assets and prevent fraud.
• Monitor AP aging reports and ensure payments are made in accordance with vendor terms.
• Resolve invoice discrepancies, pricing issues, freight charges, and receiving differences.
• Supports negotiation of payment terms and early payment discounts
• Ensure vendor accounts are accurate and up-to-date, including W-9s and compliance documentation.
• Assign workload and optimize workflow for high-volume processing environments.
• Lead continuous improvement initiatives, including automation and system enhancements.
• Prepare and analyze AP metrics (e.g., days payable outstanding, invoice processing times).
• Support cash flow management by forecasting payment obligations.
• Assist with accruals for inventory, equipment purchases, and expenses.
• Work closely with purchasing and warehouse teams to ensure accuracy in: 

          o Purchase orders

          o Receiving documentation

          o Inventory capitalization vs. expense classification

• Address discrepancies involving partial shipments, backorders, and damaged equipment.
• Ensure compliance with company policies, GAAP, and tax regulations.
• Prepare and manage 1099 reporting for applicable vendors.
• Develops guidelines for proper handling and coding of invoices to maintain general ledger expense account and inventory records
• Facilitates correct and timely preparation of budget reports and purchase journals, as needed
• Ensures proper maintenance, filing, and storage of records in case audits
• Maintains documentation of department procedures
• Trains and manages employees involved in department with tasks including but not limited to: 

         o Conducts performance reviews

         o Provides coaching and mentoring to team members

         o Conducts recruiting and interview process for new team members

• Other related duties as assigned

Direct reports

This position is a supervisory role and will be responsible for the management of the accounts payable team.

Pay Rate

Starting at $62,000 annually

Education/Skills/Experience

• Associates degree in Accounting or Business Administration preferred
• 5 or more years of progressive accounts payable experience
• 2 or more years of supervisory experience preferred
• Excellent Microsoft Office Suite skills
• 3 or more years experience working in a fast-paced multi-tasked office environment
• Advanced skills in an ERP system, P21 preferred

Behavioral Competencies:

• Quality orientation with keen attention to detail
• Highly organized and efficient in work habits
• Able to multi-task and meet deadlines
• Strong customer service skills
• Comfortable performing routine, redundant tasks daily
• Ability to handle pressure during busy times
• Team player willing to do whatever is required for the department to serve customers

Working conditions:

Normal office environment. This position is salaried, exempt so the weekly hours will vary. It is expected that this position work 40 hours per week.

Physical requirements:

 This job is performed in an office environment with long periods of sitting, working on the computer, answering phones, operating office equipment such as copiers, fax, etc. Standing and walking around are also performed on a regular basis. Filing is required where stooping, kneeling may be involved. Must be able to lift up to 15 pounds