Manager, Accounts Payable

AVIXA, Inc• Fairfax, VA, US, VA

2d•$80,000 - $90,000•Remote

About The Position

Responsible for managing the organization's Accounts Payable function, including vendor management, invoice processing, payment administration, expense management, balance sheet reconciliations, internal controls, and process improvement. Oversee Accounts Payable Specialist and ensures timely, accurate, and compliant payment of vendor obligations while supporting organizational financial stewardship and operational efficiency.

Requirements

Bachelor's degree in Accounting, Finance, or Business Administration preferred
Associate’s degree with equivalent experience may be considered
Minimum 5 years of progressive Accounts Payable, accounting, or financial operations experience
Minimum 2 years of supervisory or team leadership experience preferred
Experience managing vendor relationships, payment processing, expense management, and balance sheet reconciliations
Experience supporting month-end close, audit activities, and process improvement initiatives
Experience administering AP automation or expense management platforms preferred
Familiarity with US non-profit tax compliance obligations related to AP, including 1099 reporting and vendor W-9 administration, preferred
Sage Intacct preferred
Experience administering expense management and AP automation platforms (Ramp preferred)
Advanced Microsoft Excel skills
Strong analytical, reconciliation, and problem-solving abilities
Strong written and verbal communication skills including an excellent customer service demeanor
Strong interpersonal skills and the ability to thrive in and contribute to a culture of collaboration and teamwork in a diverse work environment

Nice To Haves

Bachelor's degree in Accounting, Finance, or Business Administration
Minimum 2 years of supervisory or team leadership experience
Experience administering AP automation or expense management platforms
Familiarity with US non-profit tax compliance obligations related to AP, including 1099 reporting and vendor W-9 administration
Sage Intacct
Experience administering expense management and AP automation platforms (Ramp preferred)

Responsibilities

Manage the full accounts payable process to ensure timely and accurate processing of invoices, payments, employee expenses, reimbursements, and corporate card transactions
Oversee vendor onboarding, maintenance, and documentation (including W-9 collection) to ensure compliance with organizational policies and regulatory requirements
Administer payment runs across multiple payment methods including ACH, wire transfer, and check
Review and approve invoice coding, payment batches, employee expense reports, and corporate card transactions
Monitor accounts payable aging, payment schedules, and cash requirements to support effective cash management
Serve as the primary point of contact for escalated vendor inquiries, payment issues, and dispute resolution
Manage annual IRS 1099 reporting and filing process, vendor eligibility validation, and timely of appropriate forms in compliance with IRS requirements
Develop with Director, Finance a robust KPI Framework on Accounts Payable and deliver timely reporting on metrics (such as invoice processing time, vendor onboarding cycle time, cost per invoice, etc.)
Responsible for all accounts payable-related balance sheet accounts
Review journal entries and account reconciliations related to Accounts Payable
Prepare and review monthly reconciliations for accounts payable, prepayments, accrued liabilities, and related balance sheet accounts
Support month-end and year-end close activities, including accruals, account analyses, journal entries, and financial reporting
Prepare operational reports, payment metrics, vendor analyses, and management reporting related to Accounts Payable performance
Administer the organization's expense management and AP automation platform (Ramp), including system configuration, approval workflows, user access, and policy administration
Monitor system performance and identify opportunities to improve automation, efficiency, and data integrity
Collaborate with Finance, IT, and business stakeholders to support system enhancements and process optimization
Maintain Accounts Payable policies, procedures, documentation, and user guidance materials
Implement and maintain controls to ensure accurate and compliant payable records and AP transactional data
Coordinate system enhancements, monitor integration performance, identify anomalies, and recommend process improvements
Collaborate with IT and business stakeholders to support system optimization and data integrity initiatives
Identify opportunities to improve efficiency through automation, reporting enhancements, and process redesign
Supervise, train, mentor, and develop Accounts Payable Specialist
Establish performance expectations and monitor departmental productivity, service levels, and quality standards
Develop cross-training plans and documentation to reduce single points of failure and improve departmental resilience
Foster a culture of accountability, customer service, continuous improvement, and professional development
Support audit requests, and special project work, as assigned
Supports Finance & Administration leadership in cross-functional initiatives
Contributes to the Finance team’s continuous improvement culture and undertakes additional responsibilities as required to advance departmental and organizational objectives
Comply with all AVIXA policies and procedures