Accounts Payable Manager

Position Title: Accounts Payable Manager

Reports to: Corporate Controller

Job Type: Full Time

Status: Exempt

Pay Type: Salaried, with bonus eligibility

The Accounts Payable Manager leads the AP and purchasing card functions for a multi-site property and asset management company with more than 400 legal entities, including retail fuel, service, and rental properties. This role manages a team of four and owns the full procure-to-pay cycle: invoice capture and approval in Docu Ware, payment processing, the BILL Spend & Expense () purchasing card program, vendor master data, and AP month-end close.

The ideal candidate combines hands-on technical accounting with strong controls, multi-entity discipline, and advanced Excel skills.

• Supervise, train, and develop four AP team members; set daily priorities, workload assignments, and performance goals
• Conduct performance reviews, provide coaching, and support hiring and onboarding
• Build cross-training and backup coverage so that no critical task depends on one person

• Own the end-to-end invoice process in Docu Ware, including capture, indexing, coding, approval routing, and archiving
• Ensure every invoice is coded to the correct legal entity, property/site, and GL account, and that intercompany charges are identified and recorded properly
• Manage invoice matching (PO, receipt, and contract/lease terms where applicable) and resolve exceptions with vendors and site managers
• Prepare and review payment runs (ACH, check, and wire) for approval, making sure payments come from the correct entity bank account and on optimal terms
• Maintain vendor relationships; resolve disputes, credits, and duplicate-payment issues promptly

• Administer the P-card program, including cardholder setup and offboarding, spending limits, merchant category restrictions, and policy acknowledgments
• Enforce receipt and coding compliance; run monthly statement reconciliation and coding review across all entities
• Monitor for policy violations, split transactions, and unusual spending; elevate exceptions to the Controller

• Complete AP close tasks on the close calendar, including invoice cutoff, accruals for unbilled goods and services, and P-card accruals
• Reconcile the AP subledger to the general ledger by entity each month; research and clear reconciling items
• Prepare and review AP aging, open-item, and accrual schedules for Controller review and sign-off
• Support intercompany reconciliation for AP-related activity

• Own vendor master data integrity: W-9 collection, TIN matching, bank-detail change verification (independent callback), and periodic cleanup of inactive or duplicate vendors
• Manage annual 1099 reporting across all reporting entities
• Review invoices for sales and use tax accuracy and flag accrual requirements
• Maintain segregation of duties between vendor setup, invoice approval, and payment release; support fraud-prevention controls such as Positive Pay and payment approval limits
• Serve as the AP point of contact for external auditors, tax preparers, and internal reviews; prepare supporting schedules and documentation

• Build and maintain Excel-based reporting and analysis, including multi-entity AP aging, cash requirements forecasts, P-card spend analysis, and vendor spend reporting
• Write and maintain AP and P-card SOPs, approval matrices, and desk procedures
• Find and implement automation opportunities in Docu Ware, BILL Spend & Expense, and the general ledger system to cut manual work and spreadsheet dependence
• Track and report KPIs such as invoice cycle time, exception rate, on-time payment rate, and P-card compliance rate

• Lead or co-lead the selection and implementation of new or upgraded AP systems, including requirements gathering, vendor demos, and business case input for the Controller
• Design future-state workflows, approval hierarchies, and entity/GL coding structures for 400+ entities; document configuration decisions
• Plan and validate data migration (vendor master, open invoices, history), integrations with the general ledger and banks, and user access and role setup that preserves segregation of duties
• Build and run user acceptance testing (UAT) and parallel testing; track defects through resolution and sign off on go-live readiness
• Train the AP team, approvers, and site users; update SOPs and…