Accounts Payable Manager

Company: Majors Management

Position Title: Accounts Payable Manager

Reports to: Corporate Controller

Job Type: Full Time

Status: Exempt

Location: Onsite, Lawrenceville, GA

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 DocuWare, payment processing, the BILL Spend & Expense (Bill.com) 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.

PRIMARY RESPONSIBILITIES

Team Leadership

• 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

Accounts Payable Operations

• Own the end-to-end invoice process in DocuWare, 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

Purchasing Card Program (BILL Spend & Expense)

• 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; escalate exceptions to the Controller

Month-End Close & Reconciliation

• 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

Compliance & Internal Controls

• 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

Reporting & Process Improvement

• 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 DocuWare, 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

AP System Implementation (Project-Based, as Needed)

• 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 controls documentation after go-live; monitor post-implementation performance and stabilization
• Other duties as assigned

QUALIFICATIONS

Required

• Bachelor’s degree in Accounting, Finance, or a related field, or equivalent experience
• 5 years of progressive accounts payable experience, including at least 2 years supervising staff
• Experience with multi-entity accounting, including entity-level coding, intercompany activity, and multi-entity 1099 reporting
• Working knowledge of GAAP accruals, cutoff, and account reconciliation
• Advanced Microsoft Excel skills, including XLOOKUP/INDEX-MATCH, SUMIFS, pivot tables, Power Query, and building reconciliation templates for large data sets Candidates will complete a practical Excel exercise during the interview process
• Strong understanding of AP internal controls, segregation of duties, and payment fraud prevention
• Excellent communication skills with vendors, site managers, and senior leadership

Preferred

• Hands-on experience with DocuWare and BILL Spend & Expense (Bill.com / Divvy)
• Experience in real estate, property management, retail fuel, or other multi-site industries
• Certified Accounts Payable Professional (CAPP), APP, or CPA certification
• Demonstrated experience leading or supporting an AP system implementation or migration, including UAT, data migration, and go-live
• Experience optimizing AP automation or P-card programs
• Experience with Power Pivot, VBA/macros, or similar automation tools

CORE COMPETENCIES

• Precision: Accuracy and attention to detail across high transaction volumes
• Control mindset: Strong instinct for controls, documentation, and audit readiness
• Leadership: Develops a team, delegates effectively, and holds staff accountable
• Deadline discipline: Meets close and payment deadlines while managing competing priorities
• Continuous improvement: Looks for ways to simplify, standardize, and automate

WORK ENVIRONMENT

• 5 days onsite in Lawrenceville, GA
• Standard business hours, with extended hours expected during month-end close, year-end, and 1099 season.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, walk, talk, hear, use hands to type data, operate business equipment and dial the telephone.