Accounts Payable Manager

Vitana Pediatric & Orthodontic Partners•Plantation, FL

10d

About The Position

Vitana Pediatric & Orthodontic Partners is seeking an experienced, detail-oriented Accounts Payable Manager to take ownership of day-to-day accounts payable operations across multiple companies and practice locations. The role is responsible for accurate invoice processing, timely vendor payments, efficient financial workflows, and oversight of an outsourced accounts payable service provider to ensure service level agreements are met and work is completed accurately and on time. The position works collaboratively with Accounting and Finance leadership in a fast-paced, growing organization and supports process improvement across the AP function.

Requirements

3–5+ years of progressive accounts payable or related accounting experience, with demonstrated responsibility for managing AP operations.
Strong understanding of the full accounts payable cycle, including invoice processing, approvals, payment execution, and reconciliations.
Experience in a multi-entity, multi-location, or similarly complex accounting environment.
Experience coordinating AP activities, managing payment processes, and resolving vendor-related issues.
Familiarity with ACH payments, wire transfers, multiple bank accounts, and payment approval controls.
Working knowledge of expense accruals, month-end close, and audit support.
Strong organizational, analytical, communication, and problem-solving skills.
Ability to work independently, manage competing priorities, and take ownership of daily operations.
Proficiency in Microsoft Excel and experience using accounting or accounts payable systems.

Nice To Haves

Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
Experience managing outsourced accounting services, offshore teams, or third-party service providers.
Familiarity with service level agreements (SLAs), vendor performance monitoring, and process accountability.
Experience with Ottimate, Sage Intacct, NetSuite, Bill.com, or similar accounting and AP automation platforms. Prior Ottimate experience is not required; training will be provided.
Experience in a multi-location healthcare organization, dental support organization (DSO), or other growing business.
Experience supporting process improvements, workflow automation, or AP system implementations.
Strong understanding of internal controls and financial reporting processes.

Responsibilities

Oversee daily accounts payable operations across multiple companies, entities, and practice locations.
Ensure invoices are accurately processed, properly coded and approved, and paid on time.
Coordinate vendor payments through ACH, wire transfers, and checks across multiple bank accounts.
Monitor outstanding invoices, AP aging reports, vendor balances, and payment schedules.
Resolve vendor inquiries, payment discrepancies, and outstanding balances in a timely manner.
Maintain accurate AP records and ensure compliance with accounting policies and procedures.
Manage daily AP workflows, deadlines, and operational issues.
Serve as the primary point of contact for the outsourced accounts payable service provider.
Monitor service provider performance, processing accuracy, turnaround times, service quality, and SLA compliance.
Coordinate service provider priorities, resolve escalated issues, address performance concerns, and review completed work and reports for accuracy and compliance.
Identify improvements to communication, accountability, and operational efficiency.
Assist with monthly expense accruals and month-end close activities.
Review AP reconciliations, reports, and supporting documentation for accuracy.
Work with the Accounting team to ensure expenses and payments are properly recorded.
Prepare reports and documentation for internal and external audits and support financial reporting across entities and locations.
Coordinate payment activities across bank accounts and legal entities, and partner with Finance to confirm funding availability.
Assist with banking administration and basic cash management activities.
Ensure payment processing follows approval procedures and internal controls.
Identify opportunities to streamline and standardize AP workflows and improve accuracy and efficiency across entities and practice locations.
Assist with system improvements, automation initiatives, and process enhancements.
Use AP and accounting systems to monitor transactions, track outstanding items, and maintain accurate records.
Collaborate with Accounting and Finance leadership on operational improvements as the organization grows.