Accounts Payable Manager (1 day/week in office) at Creative Financial Staffing

SUMMARY:

The Accounts Payable Manager position is a senior level position that supports the organization at the enterprise level. This position will report to the VP, Finance & Supply Chain. The Accounts Payable Manager, is responsible for overseeing the Accounts Payable department, providing direction and support of the processes and partnering with all stakeholder groups to ensure a smooth and efficient service experience. The role will lead the team to define specific responsibilities as the department evolves, and ensure the workload is managed effectively. This role manages a team of regional professionals, providing leadership and guidance, and ensuring that all AP functions run smoothly and efficiently. This role supports all US and Canada requiring collaboration with vendors, and cross-functional departments.

KEY TASKS & GENERAL RESPONSIBILITIES:

Supporting the development and optimization of the HR Service Center by:

• Management of the accounts payable function, including but not limited to supplier onboarding and ongoing record maintenance, invoice processing, disbursements, supplier and internal business partner inquiries, and 1099 and tax related matters.
• Developing, implementing and maintaining procedures and policies, ensuring adherence to company guidelines, harmonization of processes, and maximized efficiencies, and ensuring all policies, processes and controls are compliant with the Sarbanes Oxley Act (SOX).
• Complete oversight of AP functions, ensuring compliance to all policies and adherence to SOX controls, business controls, financial regulations, and data security.
• Oversee Accounts Payable staff to ensure timely, accurate processing of invoices for all target companies.
• Final review and approval weekly check runs and manual check batches as needed.
• Review weekly wire/ACH files that are shared with Accounting for processing.
• Prepare monthly reporting on DPO and AP Balance - ensuring DPO and AP Balance are improved/maintained at the current levels.
• Review statements from vendors and follow up as needed with the field or vendors.
• Liaise with accounting on cross functional processes.
  • Rent, wire/ACH payments, FedEx/UPS, Acucares, etc
  • Cash Forecasting/Planning
• Review and approve all new vendors and vendor changes.
  • Review, approve, and document exceptions to standard payment terms or spend types (hotels to go through CLC, small infrequent spend to PCards, etc).
  • Periodically review and inactivate vendors no longer used or duplicate vendors.
• Review aged open PO's with the field.
• Review all debit balances in vendor accounts and ensure they are resolved in a timely manner.
• Communicate with suppliers to resolve escalations with vendors as necessary.
• Hold quarterly best practices meetings with field and corporate team to review any changes in process or opportunities for improvement.
• Support the training and onboarding of new AP field cross functional staff.
• Assists staff with overcoming obstacles to ensure effective and professional exchanges and processing of employee information.
• Provides personal and career development to the team.
• Support the Spend Management analysis by running reporting:
  • Support the utilization of preferred suppliers
• Oversee reporting around Diverse Vendors for US and Canada (quarterly and ad hoc).

KNOWLEDGE, SKILLS & ABILITIES:

• Thorough understanding of organization structure and stakeholders.

• Excellent communication skills, both verbal and in written. Able to communicate in a professional, positive, courteous manner always with all levels of customers.
• Working knowledge of how AP systems and processes to drive initiatives that enhance Accounts Payable programs and processes.
• A strong focus on customer and staff relationships to deliver excellent customer service.
• Detail oriented with experience auditing, validating, or modifying data for accuracy.
• Ability to handle a high volume of work, multiple priorities, and work well under pressure.
• Strong initiative and proven ability to plan, think, and solve problems strategically and analyze complex information to drive process improvements.
• Working knowledge of Microsoft Office Suite including Outlook, MS Excel, and Word, PowerPoint. Advance Excel skills (Pivots, V-Lookup) required.

EDUCATION & EXPERIENCE:

• BA in Accounting / Business required.
• 7+ years in Accounting/AP with advancing roles.
• Knowledge of MAS 500 preferred.
• Advanced Excel Skills.
• Strong analytical, problem solving, organizational, attention to detail and time management skills