Accounts Payable Operations Manager

Job Description

Job Description

JOB TITLE: Accounts Payable Operations Manager

LOCATION: Livermore, California (Onsite)

REPORTS TO: Operations Controller

EMPLOYMENT TYPE: Full-Time

ABOUT GHAI MANAGEMENT SERVICES

Ghai Management Services, Inc. (GMSI) provides centralized management, accounting, finance, technology, and administrative support services for a large multi-concept restaurant organization operating more than 260 Burger King, Taco Bell, and Popeyes restaurants across multiple states. GMSI also supports various management, real estate, and related entities within the organization.

POSITION SUMMARY

The Accounts Payable Operations Manager serves as the primary leader of accounts payable operations supporting a complex multi-entity restaurant organization operating more than 260 locations across multiple states.

Reporting to the Operations Controller, this position is responsible for ensuring accurate and timely processing of accounts payable transactions, vendor payments, reconciliations, credit card accounting activities, and month-end accounting support. The role works closely with internal finance leadership and the Company’s outsourced accounting partner to ensure transactions are properly coded, allocated, accrued, reconciled, and recorded across multiple operating, management, and real estate entities.

This is a hands-on role that requires a leader who is willing to roll up their sleeves, investigate issues, resolve discrepancies, improve processes, and actively participate in day-to-day accounting operations while driving accountability across internal and outsourced teams.

The ideal candidate combines strong accounts payable and accounting knowledge with process management, vendor management, problem-solving, continuous improvement, technology adoption, and organizational leadership skills.

KEY RESPONSIBILITIES

Outsourced Accounting Coordination

• Serve as the primary accounts payable liaison with the Company’s outsourced accounting partner. • Coordinate and prioritize AP-related workflow activities. • Review transaction coding, account classifications, allocations, and payment processing accuracy. • Ensure costs billed to management, operating, and real estate entities are appropriately recorded and allocated. • Monitor work quality, timeliness, and service levels. • Identify recurring issues and implement corrective actions. • Develop and maintain effective working relationships with outsourced accounting personnel. • Assist in training outsourced accounting personnel on Company-specific accounting requirements and procedures. • Support the Operations Controller in driving accountability, accuracy, and timeliness of AP-related activities.

Accounts Payable Operations

• Manage day-to-day accounts payable operations across multiple concepts and entities. • Review accounts payable aging reports and payment recommendations. • Coordinate weekly payment processing activities, including checks, ACH payments, and other approved payment methods. • Ensure vendor invoices are processed accurately and timely. • Assist with vendor onboarding, maintenance, and issue resolution. • Monitor vendor compliance and maintain positive vendor relationships. • Research and resolve invoice discrepancies, payment issues, coding questions, allocation issues, and vendor inquiries. • Roll up your sleeves to investigate and resolve complex accounting and operational issues as they arise. • Support acquisitions, new store openings, and special projects as assigned.

Credit Card Accounting & Expense Management

• Oversee credit card transaction accounting processes and supporting documentation requirements. • Review coding and supporting documentation for credit card transactions. • Ensure timely collection and retention of receipts and supporting documentation. • Assist with month-end reconciliation of credit card activity. • Support compliance with Company purchasing and expense policies.

Month-End Close & Accounting Support

• Assist with monthly close activities related to accounts payable and accrued liabilities. • Review and support AP-related accruals and reconciliations. • Review vendor statements and account reconciliations. • Assist with prepaid expense tracking and related accounting support. • Support internal and external audit requests. • Assist with financial reporting support related to AP activities. • Ensure AP-related activities are completed accurately and timely to support monthly close deadlines.

Process Improvement, Technology & Innovation

• Continuously evaluate AP processes and recommend improvements to increase efficiency, accuracy, scalability, and internal controls. • Support automation initiatives and workflow enhancements. • Develop, document, and maintain AP procedures and best practices. • Leverage technology tools, reporting platforms, and AI-powered solutions to improve productivity, research, documentation, issue resolution, and process effectiveness. • Utilize tools such as Microsoft Copilot, ChatGPT, Claude, and other emerging technologies where appropriate to assist with research, analysis, documentation, training materials, and process improvement initiatives. • Maintain an innovative mindset and actively identify opportunities to improve accounting operations through technology and automation. • Promote a culture of accountability, accuracy, continuous improvement, and operational excellence.

QUALIFICATIONS

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred. • Five or more years of progressive accounts payable, accounting operations, or related accounting experience. • Experience working in a multi-entity accounting environment preferred. • Experience coordinating with outsourced accounting teams, shared service organizations, or third-party accounting providers preferred. • Restaurant, retail, hospitality, franchise, or other multi-location operating experience preferred. • Strong understanding of accounts payable processes, accrual accounting, reconciliations, allocations, and financial controls. • Experience with Sage Intacct or similar ERP systems preferred. • Advanced Microsoft Excel skills. • Strong analytical, organizational, and problem-solving abilities. • Excellent verbal and written communication skills. • Ability to manage multiple priorities and meet deadlines in a fast-paced environment. • Demonstrated willingness to operate as a hands-on manager who can both lead processes and personally execute detailed accounting and accounts payable work when needed. • Demonstrated experience utilizing technology, automation, reporting tools, and AI-assisted solutions to improve business processes and operational efficiency. • Strong intellectual curiosity, continuous learning mindset, and willingness to adopt emerging technologies and best practices.

WHY JOIN GMSI

• Opportunity to support a growing multi-state restaurant organization operating more than 260 locations. • Exposure to complex multi-entity accounting and finance operations. • Opportunity to work closely with senior finance leadership and contribute to process improvement initiatives. • Opportunity to participate in acquisitions, integrations, new store openings, and organizational growth initiatives. • Collaborative team environment with opportunities for professional growth and development.

Ghai Management Services is an Equal Opportunity Employer and values diversity in the workplace.