Accounts Payable Manager

Responsibilities

Accounts Payable Operations

Supervise the daily accounts payable process from invoice receipt through payment and filing.

Review invoices for accuracy, completeness, appropriate approvals, correct coding, and compliance with company policies.

Ensure invoices are properly assigned to the correct:

Facility or client account

Department or cost center

Service contract

Project

General ledger account

Process invoices for facility services, maintenance, repairs, utilities, supplies, equipment, subcontracted services, and other operational expenses.

Manage recurring invoices, purchase orders, service agreements, and contract-based billing.

Verify invoice details against purchase orders, contracts, work orders, service reports, and completion documentation.

Identify and resolve duplicate invoices, pricing discrepancies, incorrect tax charges, missing approvals, and billing errors.

Maintain accurate and complete electronic accounts payable records.

Ensure invoices are processed in accordance with payment terms and cash-flow requirements.

Prepare payment runs and supporting documentation for review and approval.

Assist with ACH, check, wire, credit card, and other approved payment methods.

Monitor outstanding invoices and identify items requiring escalation.

Vendor Management

Serve as a primary point of contact for vendor accounts payable inquiries.

Respond to vendor questions regarding invoice status, payment dates, documentation, and account balances.

Maintain accurate vendor records, including contact information, tax documentation, payment instructions, and insurance or compliance information where applicable.

Assist with new-vendor setup and ensure appropriate approvals and documentation are obtained.

Review vendor statements and reconcile balances regularly.

Support the resolution of vendor disputes and payment discrepancies.

Help maintain positive and professional vendor relationships.

Facility Management and Project Support

Coordinate with facility managers, operations leaders, project managers, and field personnel to obtain invoice approvals and supporting documentation.

Ensure costs are assigned accurately to the appropriate facility, client, contract, work order, or project.

Review invoices related to preventive maintenance, corrective repairs, janitorial services, landscaping, security, HVAC, electrical, plumbing, waste management, and other facility services.

Support project teams by tracking project-related commitments, invoices, expenses, and outstanding costs.

Assist with project cost reporting and variance analysis.

Help ensure that operational and project expenses are captured in the correct accounting period.

Identify unbilled commitments, incomplete documentation, and potential cost overruns.

Support month-end accruals for services received but not yet invoiced.

Provide accounts payable information for client reporting, internal management reports, and project status reviews.

Reconciliations and Reporting

Reconcile vendor statements, accounts payable subledgers, credit card accounts, and selected general ledger accounts.

Assist with month-end and year-end close activities.

Prepare accounts payable aging reports and payment status reports.

Provide regular reports on:

Outstanding invoices

Upcoming payments

Vendor balances

Unapproved invoices

Project and facility-related expenses

Accrued or pending costs

Assist in analyzing accounts payable trends, payment issues, and operational spending.

Support audit requests by providing invoices, approvals, payment records, vendor documentation, and reconciliations.

Maintain appropriate documentation for internal controls and financial audits.

Team Supervision and Process Improvement

Supervise, train, and support accounts payable staff or coordinators.

Review work for accuracy, timeliness, and compliance with established procedures.

Assign daily responsibilities and monitor workflow.

Develop and maintain accounts payable procedures and process documentation.

Identify opportunities to improve invoice routing, approval workflows, reporting, and payment processing.

Promote the use of electronic invoice management and accounting systems.

Assist with implementing internal controls that reduce errors, duplicate payments, fraud risk, and unauthorized spending.

Ensure confidentiality and security of financial and vendor information.

EDUCATION AND EXPERIENCE

• Bachelor’s degree in Accounting, Finance, Business, or related field required. 
• Minimum 6+ years of progressive Accounts Payable experience required. 
• Minimum 2+ years of AP supervisory, team-lead, or equivalent leadership experience required. 
• Property Management, Construction, engineering, real estate development, data center construction, general contracting, or other project-based industry experience strongly preferred.

KNOWLEDGE, SKILLS, ABILITIES, AND COMPETENCIES

• Strong NetSuite experience, required. 
• Strong knowledge of AP aging, general ledger reconciliation, vendor statement reconciliation, month-end close, and AP controls, required. 
• Working knowledge of accounting fundamentals, including debits and credits, accruals, journal entries, bank reconciliations, and balance sheet reconciliations, required. 
• Experience with construction invoices and/or subcontractor pay applications, required. 
• Strong proficiency in Microsoft Excel and Windows-based applications, required. 
• Ability to analyze large transaction populations, identify root causes, and independently drive issues to resolution, required. 
• Excellent verbal, written, and interpersonal communication skills and ability to work effectively across Accounting, Project Management, Project Controls, Treasury, vendors, and leadership, required. 
• Strong ability to manage multiple priorities, meet strict deadlines, and operate effectively in a high-volume, changing environment, required. 
• Exceptional attention to detail, organization, analytical thinking, and problem-solving skills, required. 
• Ability to handle confidential information with discretion and professionalism, required. 
• Coupa or similar procure-to-pay platform experience, preferred. 
• Experience with retainage, change orders, commitments, lien-waiver documentation, and construction payment workflows, preferred. 
• Experience implementing or improving AP policies, SOPs, internal controls, reporting, or automation, preferred. 
• Experience in a rapidly growing, private-equity-backed, multi-entity, or similarly fast-paced organization, preferred.