Accounts Payable Manager

VORTEX INDUSTRIES, LLC•Irvine, CA

3h•$90,000 - $105,000•Onsite

About The Position

Vortex is seeking a full-time Accounts Payable Manager for its Headquarters in Irvine, CA. This is a critical leadership role within the Finance & Accounting department, overseeing a team of 10 AP professionals responsible for processing approximately 100,000 invoices annually for 12,000 suppliers. The role involves managing invoice processing, vendor relations, and payment execution, while fostering team accountability and cross-functional communication. The ideal candidate will leverage the new Certinia ERP system for process improvement, SOP development, and automation in a fast-paced, field-service environment.

Requirements

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.
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).
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.
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.

Nice To Haves

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.
Experience with reporting tools such as Power BI is a plus.

Responsibilities

Lead, develop, and retain a team of 10 AP professionals, cultivating a culture of accuracy, accountability, and continuous improvement.
Provide ongoing coaching and mentorship to direct reports, setting clear performance expectations and delegating workload effectively.
Monitor team capacity and productivity, proactively identifying bottlenecks and redistributing 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, ensuring timely and accurate 3-way matching, coding, and approval routing.
Manage vendor relationships professionally, serving as the escalation point for payment inquiries, statement reconciliations, and dispute resolution.
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.
Serve as the primary AP liaison to service center locations, procurement, and general ledger accounting.
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.
Prepare and present AP performance metrics and operational updates to senior Finance leadership.
Serve as a key AP user and internal subject matter expert for Certinia, partnering with IT and system administrators on configuration and issue resolution.
Lead the development, documentation, and enforcement of standard operating procedures (SOPs) across all AP functions.
Continuously evaluate AP workflows, identify inefficiencies, and champion improvements toward greater automation.
Drive adoption of automation tools and technology to reduce manual touchpoints, increase throughput, and improve accuracy.
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.
Support internal and external audits by providing AP documentation and reconciliations.
Monitor and enforce vendor payment terms, approval thresholds, and segregation of duties.
Perform other duties as assigned by senior Finance leadership.