Position: Accounts Payable Manager
Reports to: Controller
Department: Accounting
Purpose: This position manages all activities in the Accounts Payable function.
Duties and Responsibilities:
- Manage all activities in the Accounts Payable function.
- Oversee Accounts Payable team in the day-to-day performance of their jobs.
- Ensure that project/department milestones/goals are met and adhering to approved budgets.
- Ensure timely payments of vendor invoices and expense vouchers and maintains accurate records and control reports.
- Generate and review applicable accounting reports and accounts payable register(s) to ensure accuracy.
- Work directly with the Chief Financial Officer (CFO) to prepare and process weekly vendor payments.
- Manage the Accounts Payable Inbox
- Oversee Corporate Credit Card program including setup, maintenance, transaction approvals, and terminations. Analyze and export credit card data for month-end import into accounting software.
- Onboard new vendors and ensuring proper syncing to accounting software.
- Input vendor invoices and credit memos into Accounts Payable system, focusing on Fixed Assets, Advertising, Rent, Common Area Maintenance (CAM), Rent/CAM Reconciliations, and IT Expenses.
- Verify accuracy of all input invoices.
- Monitor all vendor payment agreements to find discounts that can be used to reduce invoice amounts.
- Work with vendors to resolve issues or errors and to encourage use of our vendor portal.
- Work closely with software support teams to troubleshoot issues and recommend product enhancements.
- Retrieve electronic documents and invoicing from various vendor portals.
- Compile, analyze, and use tax figures for monthly journals to generate use tax liability.
- Monthly review and reconciliation of Accounts Payable Aging Report to general ledger (GL).
- Reconcile monthly vendor statements.
- Maintain electronic Accounting department filing system, including suggesting new procedures and policies in order to properly maintain files.
- Compile vendor information for year-end Form 1099-Misc processing.
- Provide direct support to external audit team during interim and year-end audit fieldwork.
- Oversee Accounting responsibilities within Service Channel (Facilities work order and invoicing platform).
- Participate in special projects as needed.
Qualifications:
- Associate’s degree in Accounting, Business and/or related field required. Bachelor’s degree preferred. Equivalent related work experience or combination of experience and education may be considered in lieu of Associate’s degree.
- At least 5 years of work experience in Accounts Payable required.
- At least 2 years of experience in a supervisory role preferred.
- Excellent computer skills, including experience with Microsoft Office Products, especially Microsoft Word and Excel.
- Experience working in and managing an ERP system, NetSuite experience is a plus.
- Attention to detail, while seeing the overall objective.
- Ability to plan and organize.
- Ability to exercise excellent judgement and direct subordinates clearly and effectively.
- Ability to collaborate with immediate team members and across departments.
- Strong mathematical aptitude with experience and proficiency in working with numbers.
- Excellent oral and written communication skills, with the ability to convey information to internal and external customers in a clear, focused and concise manner.
- Ability to function effectively and positively within a team environment.
- Ability to maintain confidentiality.
Supervisory Responsibility: This position will directly oversee, supervise, monitor and evaluate all day-to-day Accounts Payable activities. This position will manage the Accounts Payable team and is responsible for the performance management and hiring of all individual team members.
Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands: The physical demands described here are representative of those that a Team Player must meet to successfully perform the essential functions of this job.
- Regularly required to talk and hear.
- Frequently required to sit; stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
- Occasionally required to climb, balance, stoop, kneel, crouch or crawl.
- Must frequently lift and move up to 10 pounds and occasionally lift and move objects up to 25 pounds.
- Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Position Type/Expected Hours of Work: This is a full-time, exempt position. Under the Regulations, Part 541, an exempt Team Player is one who is not entitled to the minimum wage or overtime pay protections of the Fair Labor Standards Act (FLSA).
Standard work days and hours are Monday through Friday, between 8:00 a.m. and 5:00 p.m. This position may work outside of normal business hours, including evenings and weekends.
Travel: 0-5% travel is expected for this position.
EEO Statement: Excel Fitness is an Equal Opportunity Employer. We are committed to the policy of equal employment opportunity in recruitment, hiring, career advancement, and all other employment practices.
Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the Team Player for this job. Duties, responsibilities, and activities may change at any time with or without notice.
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