Position Summary
The Accounts Payable Manager is an independent, hands-on role responsible for managing the full-cycle accounts payable function. This role requires ownership of all vendor, payment, and credit card-related activities, with a focus on reviewing, cleaning up, and improving prior AP activity. The manager will document processes, ensure accuracy across entities, locations, customer projects, departments, classes, and GL accounts, and maintain compliance. Proficiency in RAMP and NetSuite is required.
Key Responsibilities
Accounts Payable Review & Processing
- Review and analyze prior AP activity to identify and correct errors, discrepancies, and inconsistencies.
- Process new vendor invoices accurately and timely using RAMP and NetSuite.
- Review invoices for proper documentation, coding, and approval compliance.
- Ensure postings reflect correct entities, locations, customer projects, departments, classes, and GL accounts.
- Recommend invoices for payment based on cash flow and approval status.
- Maintain organized and accurate digital records for all AP activity, including historical corrections.
Vendor & Master Data Management
- Maintain and update vendor master data, including onboarding and changes.
- Build, organize, and maintain vendor contract files and supporting documentation.
- Collect and retain current W-9 forms and other required tax documentation.
- Ensure compliance with internal controls and proper segregation of duties.
Payments & Disbursements
- Prepare and execute weekly payment runs, including wire transfers and ACH payments.
- Monitor payment status, resolve vendor inquiries, and ensure timely disbursement.
- Oversee company credit card activity, ensuring reconciliation, accuracy, and policy compliance.
Process Improvement & Documentation
- Review existing AP and credit card processes to identify inefficiencies and implement improvements.
- Standardize and document all existing and updated processes.
- Implement automation opportunities where possible to improve accuracy and efficiency.
- Ensure compliance with company policies, regulatory requirements, and 1099 reporting.
Month-End & Accounting Support
- Prepare month-end expense accruals and reconcile AP subledger to the general ledger.
- Ensure accurate postings to all entities, locations, customer projects, departments, classes, and GL accounts.
- Support internal and external audits by providing complete documentation and historical cleanup details.
Qualifications
- Bachelor’s degree in Accounting, Finance, or related field (or equivalent experience).
- 5+ years of full-cycle accounts payable experience, with independent management responsibility.
- Proficiency in RAMP and NetSuite required.
- Strong experience reviewing, cleaning up, and correcting prior AP activity.
- Experience posting transactions across multiple entities, locations, customer projects, departments, classes, and GL accounts.
- Knowledge of vendor management, contract filing, and credit card administration.
- Strong understanding of ACH, wire transfers, and payment controls.
- Highly detail-oriented, organized, and able to work independently.
- Life sciences or clinical research experience preferred but not required.