Vaco Recruiter Services
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.
Compensation & Benefits 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.
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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.
Compensation & Benefits 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.
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