What are the responsibilities and job description for the Accounts Payable Manager position at Vortex Doors?
Description
Vortex is the leader in Doors/Security Products, Storefront Glass/Glazing, Access Controls and Material Handling Equipment for Commercial, Industrial and Retail Facilities. These products and services are in high demand for all private and public business sectors from Fortune 500 companies to small and emerging businesses.
Due to our continued expansion and growth, we now have an opportunity for a full-time Accounts Payable Manager at our Headquarters located in Irvine, CA.
The Accounts Payable Manager is a critical operational and leadership role within our Finance & Accounting department, responsible for overseeing a team of 10 AP professionals who process approximately 100,000 invoices annually across a vendor base of 12,000 suppliers. This position serves as the central point of coordination for invoice processing, vendor management, and payment execution, while driving team accountability, workflow discipline, and cross-functional communication with our service center locations, procurement, and general ledger accounting teams.
We recently transitioned to Certinia, a modular cloud-based ERP built on the Salesforce platform. The ideal candidate will embrace this new system as a foundation for process improvement, SOP development, and automation—bringing both the operational rigor and the forward-looking mindset to evolve our AP function in a fast-paced, field-service environment.
Team Leadership & Development
Education
This role is primarily performed in an office setting. The physical demands described below are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodation may be provided for individuals with disabilities.
Monday through Friday 8:00 AM to 5:00 PM
Vortex is the leader in Doors/Security Products, Storefront Glass/Glazing, Access Controls and Material Handling Equipment for Commercial, Industrial and Retail Facilities. These products and services are in high demand for all private and public business sectors from Fortune 500 companies to small and emerging businesses.
Due to our continued expansion and growth, we now have an opportunity for a full-time Accounts Payable Manager at our Headquarters located in Irvine, CA.
The Accounts Payable Manager is a critical operational and leadership role within our Finance & Accounting department, responsible for overseeing a team of 10 AP professionals who process approximately 100,000 invoices annually across a vendor base of 12,000 suppliers. This position serves as the central point of coordination for invoice processing, vendor management, and payment execution, while driving team accountability, workflow discipline, and cross-functional communication with our service center locations, procurement, and general ledger accounting teams.
We recently transitioned to Certinia, a modular cloud-based ERP built on the Salesforce platform. The ideal candidate will embrace this new system as a foundation for process improvement, SOP development, and automation—bringing both the operational rigor and the forward-looking mindset to evolve our AP function in a fast-paced, field-service environment.
Team Leadership & Development
- Lead, develop, and retain a team of 10 AP professionals; cultivate a culture of accuracy, accountability, and continuous improvement.
- Provide ongoing coaching and mentorship to direct reports.
- Set clear performance expectations, delegate workload effectively, and hold team members accountable for meeting deadlines and quality standards.
- Monitor team capacity and productivity across invoice volume; proactively identify bottlenecks and redistribute work as needed.
- Identify training needs and coordinate skills development opportunities, particularly around Certinia and evolving AP workflows.
- Oversee end-to-end invoice processing for ~100,000 invoices annually across a vendor base of 12,000 suppliers, ensuring timely and accurate 3-way matching, coding, and approval routing.
- Manage vendor relationships professionally; serve as the escalation point for payment inquiries, statement reconciliations, and dispute resolution.
- Ability to prioritize and delegate will be critical for the success of the team.
- Ensure vendor master data integrity within Certinia, including W-9 documentation, payment terms, banking details, and 1099 eligibility tracking.
- Monitor aging payables and prioritize payment runs to optimize cash flow and take advantage of early-pay discounts where applicable.
- Serve as the primary AP liaison to service center locations, procurement, and general ledger accounting—ensuring clear, consistent communication on invoice status, coding questions, and approval workflows.
- Partner with GL accounting on month-end close activities, including accruals, AP subledger reconciliations, and timely resolution of open items.
- Collaborate with procurement to streamline purchase order processes, enforce spending policies, and reduce invoice exceptions.
- Communicate proactively with field locations regarding invoice requirements, coding expectations, and payment timelines to minimize friction and delays.
- Prepare and present AP performance metrics and operational updates to the Assistant Controller, Controller, and Finance leadership on a regular cadence.
- Serve as a key AP user and internal subject matter expert for Certinia; partner with IT and system administrators on configuration, workflow setup, and issue resolution.
- Lead the development, documentation, and enforcement of standard operating procedures (SOPs) across all AP functions, ensuring consistency and compliance as the team scales.
- Continuously evaluate AP workflows, identify inefficiencies, and champion improvements—with a clear near-term roadmap toward greater automation in invoice intake, routing, and payment execution.
- Drive adoption of automation tools and technology to reduce manual touchpoints, increase throughput, and improve accuracy across the 100,000-invoice workload.
- Maintain organized, audit-ready documentation for all AP transactions, vendor files, and reconciliation support.
- Ensure AP processes adhere to company internal controls, payment policies, and GAAP requirements.
- Oversee IRS 1099 preparation and filing across the vendor base; maintain accurate eligibility records throughout the year.
- Support internal and external audits by providing AP documentation, subledger reconciliations, and vendor file support as requested.
- Monitor and enforce vendor payment terms, approval thresholds, and segregation of duties within the AP workflow.
- Perform other duties as assigned by the Assistant Controller, Controller, or senior Finance leadership.
Education
- Associate or bachelor’s degree in accounting, Finance, Business Administration, or related field required.
- Equivalent combination of education and hands-on AP experience will be considered.
- 5–7 years of progressive accounts payable experience, with a minimum of 2 years in a supervisory or lead capacity.
- Demonstrated experience managing high-volume AP operations (50,000 invoices annually preferred).
- Experience with large vendor databases and vendor master data management.
- Hands-on experience with month-end close support, accruals, and AP subledger reconciliations.
- Experience leading SOP development and process documentation.
- Background in construction, field services, or a multi-location service business is a strong plus.
- Experience with AP automation tools or invoice imaging platforms is a plus.
- Intermediate level accounting experience with a focus on accounts payable processes.
- Experience with more traditional, fully integrated ERP suites (Sage, NetSuite, SAP), with exposure to modular, platform-based ERPs designed for flexibility and extensibility (Certinia, Odoo).
- Comfort navigating ERP systems and quickly adapting to new technology—particularly important given our recent Certinia implementation.
- Intermediate to advanced Microsoft Excel skills (pivot tables, VLOOKUP/XLOOKUP, data reconciliation); experience with reporting tools such as Power BI is a plus.
- Solid understanding of 3-way match, PO-based and non-PO invoice processing, and vendor payment runs.
- Familiarity with IRS 1099 reporting requirements and vendor W-9 compliance.
- Proven ability to lead and develop a team; comfortable setting expectations, managing performance, and navigating difficult conversations with professionalism.
- Exceptionally organized and detail-oriented—able to maintain accuracy and structure across a high-volume, fast-paced workload.
- Clear and proactive communicator—able to translate AP operations into plain language for cross-functional partners across procurement, operations, and store locations.
- Process-minded and improvement-oriented; brings a systems-thinking approach and a bias toward clarity, automation, and scalable workflows.
- Thrives in environments of change; embraces new tools and processes with curiosity rather than resistance.
- Collaborative and people-first in approach—recognizes that a high-functioning AP team is built on trust, clear expectations, and shared purpose.
This role is primarily performed in an office setting. The physical demands described below are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodation may be provided for individuals with disabilities.
- Prolonged periods of sitting at a desk and working on a computer.
- Ability to occasionally lift and carry up to 15 lbs. (files, binders, office supplies).
- Clear verbal and written communication required on a regular basis.
- Competitive market-based salary based on experience
- Healthcare, dental, and vision coverage
- 401K retirement plan company match
- Paid time off program
- 8 company paid holidays
Monday through Friday 8:00 AM to 5:00 PM