Accounts Payable Manager

Job Description

Job Description

The Accounts Payable Manager will manage the day-to-day accounts payable process for EverOn Operations, including invoice review, coding, approvals, payment processing, vendor communication, reconciliations, and reporting. 

This position will support facility management operations and project reporting by ensuring that operating expenses, service contracts, maintenance costs, subcontractor invoices, materials, supplies, utilities, and project-related expenditures are accurately recorded and properly allocated. 

The successful candidate will be highly organized, detail-oriented, and comfortable working with multiple vendors, operational departments, facility managers, project teams, and finance personnel. 

Accounts Payable Operations 

• Supervise the daily accounts payable process from invoice receipt through payment and filing. 

• Review invoices for accuracy, completeness, appropriate approvals, correct coding, and compliance with company policies. 

• Ensure invoices are properly assigned to the correct: 

• Facility or client account 

• Department or cost center 

• Service contract 

• Project 

• General ledger account 

• Process invoices for facility services, maintenance, repairs, utilities, supplies, equipment, subcontracted services, and other operational expenses. 

• Manage recurring invoices, purchase orders, service agreements, and contract-based billing. 

• Verify invoice details against purchase orders, contracts, work orders, service reports, and completion documentation. 

• Identify and resolve duplicate invoices, pricing discrepancies, incorrect tax charges, missing approvals, and billing errors. 

• Maintain accurate and complete electronic accounts payable records. 

• Ensure invoices are processed in accordance with payment terms and cash-flow requirements. 

• Prepare payment runs and supporting documentation for review and approval. 

• Assist with ACH, check, wire, credit card, and other approved payment methods. 

• Monitor outstanding invoices and identify items requiring escalation. 

Vendor Management 

• Serve as a primary point of contact for vendor accounts payable inquiries. 

• Respond to vendor questions regarding invoice status, payment dates, documentation, and account balances. 

• Maintain accurate vendor records, including contact information, tax documentation, payment instructions, and insurance or compliance information where applicable. 

• Assist with new-vendor setup and ensure appropriate approvals and documentation are obtained. 

• Review vendor statements and reconcile balances regularly. 

• Support the resolution of vendor disputes and payment discrepancies. 

• Help maintain positive and professional vendor relationships. 

Facility Management and Project Support 

• Coordinate with facility managers, operations leaders, project managers, and field personnel to obtain invoice approvals and supporting documentation. 

• Ensure costs are assigned accurately to the appropriate facility, client, contract, work order, or project. 

• • Review invoices related to preventive maintenance, corrective repairs, janitorial services, landscaping, security, HVAC, electrical, plumbing, waste management, and other facility services. 

  • Support project teams by tracking project-related commitments, invoices, expenses, and outstanding costs. 

  • Assist with project cost reporting and variance analysis. 

  • Help ensure that operational and project expenses are captured in the correct accounting period. 

  • Identify unbilled commitments, incomplete documentation, and potential cost overruns. 

  • Support month-end accruals for services received but not yet invoiced. 

  • Provide accounts payable information for client reporting, internal management reports, and project status reviews. 

  Reconciliations and Reporting 

  • Reconcile vendor statements, accounts payable subledgers, credit card accounts, and selected general ledger accounts. 

  • Assist with month-end and year-end close activities. 

  • Prepare accounts payable aging reports and payment status reports. 

  • Provide regular reports on: 

  • Outstanding invoices 

  • Upcoming payments 

  • Vendor balances 

  • Unapproved invoices 

  • Project and facility-related expenses 

  • Accrued or pending costs 

  • Assist in analyzing accounts payable trends, payment issues, and operational spending. 

  • Support audit requests by providing invoices, approvals, payment records, vendor documentation, and reconciliations. 

  • Maintain appropriate documentation for internal controls and financial audits. 

  Team Supervision and Process Improvement 

  • Supervise, train, and support accounts payable staff or coordinators. 

  • Review work for accuracy, timeliness, and compliance with established procedures. 

  • Assign daily responsibilities and monitor workflow. 

  • Develop and maintain accounts payable procedures and process documentation.