Accounts Payable Manager

Vitana Pediatric & Orthodontic Partners is a rapidly growing dental support organization seeking an experienced, detail-oriented Accounts Payable Manager to join our Accounting & Finance team.

This individual will take ownership of day-to-day accounts payable operations across multiple companies and practice locations, ensuring accurate invoice processing, timely vendor payments, and efficient financial workflows.

A key responsibility of this position will be managing our outsourced accounts payable service provider, ensuring service level agreements (SLAs) are consistently met and that processing activities are completed accurately and on time.

The ideal candidate is hands-on, highly organized, and comfortable managing multiple priorities in a fast-paced, growing organization. This is an excellent opportunity for an experienced AP professional who enjoys taking ownership, improving processes, and working collaboratively with Accounting and Finance leadership.

Key Responsibilities

Accounts Payable Operations

• Oversee daily accounts payable operations across multiple companies, entities, and practice locations.
• Ensure invoices are accurately processed, properly coded, 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 established accounting policies and procedures.
• Take ownership of daily AP workflows, ensuring deadlines are met and operational issues are resolved efficiently.

Offshore Vendor Management

• Serve as the primary point of contact for the outsourced accounts payable service provider.
• Oversee vendor performance and ensure established service level agreements (SLAs) are consistently maintained.
• Monitor processing accuracy, turnaround times, and overall service quality.
• Coordinate daily priorities, resolve escalated issues, and address performance concerns with the service provider.
• Review AP reports and completed work to ensure accuracy and compliance with company procedures.
• Identify opportunities to improve communication, accountability, and operational efficiency.

Accounting & Audit Support

• Assist with monthly expense accruals and month-end closing activities.
• Review AP reconciliations, reports, and supporting documentation for accuracy.
• Work closely with the Accounting team to ensure expenses and payments are properly recorded.
• Prepare reports and documentation for internal and external audits.
• Support accurate financial reporting across multiple entities and locations.

Banking & Treasury Support

• Coordinate payment activities across multiple bank accounts and legal entities.
• Partner with Finance to confirm funding availability for scheduled payments.
• Assist with banking administration and basic cash management activities.
• Ensure payment processing follows established approval procedures and internal controls.
• Support accurate and timely execution of vendor payments while maintaining appropriate financial safeguards.

Process Improvement & Systems

• Identify opportunities to streamline AP workflows, improve accuracy, and increase efficiency.
• Support the standardization of AP processes across multiple entities and practice locations.
• Assist with system improvements, automation initiatives, and process enhancements.
• Utilize AP and accounting systems to monitor transactions, track outstanding items, and maintain accurate records.
• Collaborate with Accounting and Finance leadership to support operational improvements as the organization continues to grow.

Required Qualifications

• 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 working 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.

Preferred Qualifications

• 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.
• 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.

Prior experience with Ottimate is not required. Training will be provided.

Ideal Candidate

The ideal candidate is a dependable, hands-on Accounts Payable professional who takes pride in keeping daily operations organized, accurate, and running smoothly.

They are comfortable managing outsourced service providers, holding vendors accountable for performance, and ensuring deadlines and service expectations are consistently met.

This individual understands the complexities of working across multiple entities and bank accounts, communicates effectively with internal and external partners, and enjoys identifying opportunities to improve processes.

Most importantly, they are proactive, detail-oriented, and comfortable taking ownership of the AP function while supporting the continued growth of the organization.

Why Join Vitana?

At Vitana Pediatric & Orthodontic Partners, we are committed to supporting our growing network of dental practices while building strong, collaborative teams.

This position offers the opportunity to play an important role within our Finance department, take ownership of a critical business function, and contribute to improving processes as our organization continues to expand.