What are the responsibilities and job description for the AP Manager position at Vaco by Highspring?
Position Summary The AP Manager leads the accounts payable function with a primary focus on designing, documenting, and improving AP processes and managing vendor onboarding and lifecycle. This role ensures timely, accurate payments, strong vendor relationships, compliance with internal controls and policies, and scalable AP operations that support business growth.
Key Responsibilities
Process Management & Improvement
- Own end-to-end AP processes (invoice receipt, coding, approvals, payment execution, reconciliation, and month-end close).
- Map, document, and maintain standard operating procedures (SOPs) and process flows; ensure process documentation is current and accessible.
- Identify inefficiencies, lead continuous improvement initiatives, and implement automation or technology solutions (OCR, AP workflow, ERPs) to increase accuracy and reduce cycle time.
- Establish and monitor KPIs (e.g., days payable outstanding, invoice cycle time, cost per invoice, payment error rate) and produce regular performance reports.
- Drive compliance with SOX/internal controls, company policies, and regulatory requirements; coordinate internal/external audits related to AP.
- Manage AP month-end activities, account reconciliations, accrual calculations, and variance analysis.
Vendor Onboarding & Lifecycle Management
- Manage vendor onboarding end-to-end: vendor setup, documentation collection (W-9/W-8, contracts, insurance certificates), tax classification, and system master data integrity.
- Implement a standardized vendor onboarding workflow and vendor validation checks to prevent fraud and ensure accurate payee information.
- Maintain and cleanse vendor master data; enforce segregation of duties and approval matrices for vendor changes.
- Own vendor communication strategy: point of contact for escalations, payment inquiries, and issue resolution.
- Coordinate with Procurement, Legal, Tax, and IT to ensure contracts, payment terms, and systems are aligned; support vendor due diligence and third-party risk assessments.
- Manage vendor payment terms, early-pay/discount programs, and special payment arrangements.
Team Leadership & Cross-Functional Collaboration
- Supervise, coach, and develop AP staff; assign duties and monitor performance.
- Foster cross-functional relationships with Procurement, Treasury, Accounting, Tax, Legal, and IT to align processes and systems.
- Lead or participate in projects (ERP implementations, AP automation, vendor portal rollouts), including requirements, testing, training, and change management.
Qualifications
- Education: Bachelor's degree in Accounting, Finance, Business Administration, or related field; CPA or other relevant certification a plus.
- Experience: 5 years in accounts payable or shared services; 2 years in supervisory/managerial role preferred. Proven experience leading process improvement and vendor onboarding initiatives.
- Technical Skills: Strong knowledge of AP workflows, ERP systems (NetSuite, Oracle, SAP, etc.), AP automation tools, Excel (advanced), and reporting tools.
- Knowledge: SOX/internal control experience, AP tax/tax form requirements, vendor master data best practices, procurement-to-pay processes.
- Competencies: Strong process orientation, analytical problem-solving, project management skills, attention to detail, excellent communication and vendor-management skills, ability to lead change.
Success Metrics
- Reduced invoice cycle time and processing cost per invoice.
- Increased percentage of invoices processed via automated workflows.
- Decrease in duplicate or erroneous vendor payments.
- Timely and accurate month-end close without AP-related audit findings.
- High vendor onboarding completion rate with complete documentation and correct master data.
Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan.
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual's skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.
Salary : $60,000 - $70,000
