Accounts Payable Manager

Key Responsibilities

Accounts Payable Operations

• Oversee daily accounts payable operations across multiple companies, entities, and practice locations.
• Ensure invoices are accurately processed, properly coded, approved, and paid on time.
• Coordinate vendor payments through ACH, wire transfers, and checks across multiple bank accounts.
• Monitor outstanding invoices, AP aging reports, vendor balances, and payment schedules.
• Resolve vendor inquiries, payment discrepancies, and outstanding balances in a timely manner.
• Maintain accurate AP records and ensure compliance with established accounting policies and procedures.
• Take ownership of daily AP workflows, ensuring deadlines are met and operational issues are resolved efficiently.

Offshore Vendor Management

• Serve as the primary point of contact for the outsourced accounts payable service provider.
• Oversee vendor performance and ensure established service level agreements (SLAs) are consistently maintained.
• Monitor processing accuracy, turnaround times, and overall service quality.
• Coordinate daily priorities, resolve escalated issues, and address performance concerns with the service provider.
• Review AP reports and completed work to ensure accuracy and compliance with company procedures.
• Identify opportunities to improve communication, accountability, and operational efficiency.

Accounting & Audit Support

• Assist with monthly expense accruals and month-end closing activities.
• Review AP reconciliations, reports, and supporting documentation for accuracy.
• Work closely with the Accounting team to ensure expenses and payments are properly recorded.
• Prepare reports and documentation for internal and external audits.
• Support accurate financial reporting across multiple entities and locations.

Banking & Treasury Support

• Coordinate payment activities across multiple bank accounts and legal entities.
• Partner with Finance to confirm funding availability for scheduled payments.
• Assist with banking administration and basic cash management activities.
• Ensure payment processing follows established approval procedures and internal controls.
• Support accurate and timely execution of vendor payments while maintaining appropriate financial safeguards.

Process Improvement & Systems

• Identify opportunities to streamline AP workflows, improve accuracy, and increase efficiency.
• Support the standardization of AP processes across multiple entities and practice locations.
• Assist with system improvements, automation initiatives, and process enhancements.
• Utilize AP and accounting systems to monitor transactions, track outstanding items, and maintain accurate records.
• Collaborate with Accounting and Finance leadership to support operational improvements as the organization continues to grow.

Required Qualifications

• 3-5+ years of progressive accounts payable or related accounting experience, with demonstrated responsibility for managing AP operations.
• Strong understanding of the full accounts payable cycle, including invoice processing, approvals, payment execution, and reconciliations.
• Experience working in a multi-entity, multi-location, or similarly complex accounting environment.
• Experience coordinating AP activities, managing payment processes, and resolving vendor-related issues.
• Familiarity with ACH payments, wire transfers, multiple bank accounts, and payment approval controls.
• Working knowledge of expense accruals, month-end close, and audit support.
• Strong organizational, analytical, communication, and problem-solving skills.
• Ability to work independently, manage competing priorities, and take ownership of daily operations.
• Proficiency in Microsoft Excel and experience using accounting or accounts payable systems.

Preferred Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• Experience managing outsourced accounting services, offshore teams, or third-party service providers.
• Familiarity with service level agreements (SLAs), vendor performance monitoring, and process accountability.
• Experience with Ottimate, Sage Intacct, NetSuite, Bill.com, or similar accounting and AP automation platforms.
• Experience in a multi-location healthcare organization, dental support organization (DSO), or other growing business.
• Experience supporting process improvements, workflow automation, or AP system implementations.
• Strong understanding of internal controls and financial reporting processes.

Prior experience with Ottimate is not required. Training will be provided.

Ideal Candidate

• The ideal candidate is a dependable, hands-on Accounts Payable professional who takes pride in keeping daily operations organized, accurate, and running smoothly.
• They are comfortable managing outsourced service providers, holding vendors accountable for performance, and ensuring deadlines and service expectations are consistently met.
• This individual understands the complexities of working across multiple entities and bank accounts, communicates effectively with internal and external partners, and enjoys identifying opportunities to improve processes.
• Most importantly, they are proactive, detail-oriented, and comfortable taking ownership of the AP function while supporting the continued growth of the organization.