AP Office Manager

Aston Carter•Village of Port Chester, NY

1d•Onsite

About The Position

The AP Office Manager oversees the full accounts payable process while providing comprehensive administrative and office management support. This role processes invoices, resolves discrepancies, and communicates directly with vendors, ensuring accurate and timely payments. The AP Office Manager also supports daily office operations and collaborates closely with leadership in a fast-growing, family-oriented environment.

Requirements

At least 5 years of accounts payable experience.
At least 3 years of administrative experience.
Proficiency in accounts payable processes, including invoice processing and purchase order matching.
Experience handling invoice discrepancies and resolving issues with vendors.
Strong Excel experience for managing and analyzing financial and administrative data.
ERP experience for processing and maintaining accounts payable records.
Proficiency with Microsoft Office, including Word, Excel, and Outlook.
Experience in office management and administrative support.
Accurate data entry skills and attention to detail.
Bookkeeping experience related to accounts payable.

Nice To Haves

Ability to build and maintain positive relationships with vendors and internal stakeholders.
Strong organizational and time management skills to handle multiple tasks and deadlines.
Clear and professional written and verbal communication skills.
Comfort working closely with leadership, including providing direct support to a VP.
Adaptability to support a growing organization and evolving processes.

Responsibilities

Process invoices accurately and in a timely manner, ensuring all necessary approvals and documentation are in place.
Investigate and resolve invoice discrepancies by coordinating with internal teams and vendors.
Communicate professionally with vendors to address questions, clarify billing issues, and maintain positive relationships.
Manage the accounts payable workflow, including matching invoices to purchase orders and verifying supporting documentation.
Maintain accurate accounts payable records and support bookkeeping activities as needed.
Perform data entry related to accounts payable and administrative tasks, ensuring accuracy and completeness.
Provide administrative support to leadership, including the VP, by preparing documents, reports, and correspondence as required.
Coordinate and support general office management activities to ensure smooth daily operations.
Utilize Excel to track, analyze, and reconcile accounts payable data.
Work within an ERP system to enter, update, and maintain accounts payable and related financial information.
Use Microsoft Office tools to prepare spreadsheets, documents, and communications that support accounts payable and administrative functions.