Manager, Accounts Payable

Manager, Accounts Payable

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.

Major Duties & Responsibilities:

Accounts Payable Management

• 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.)

Financial Reporting & Reconciliations

• 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

Expense Management & Systems Administration

• 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

Systems, Controls & Process Improvement

• 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

Team Leadership

• 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

Other Duties

• 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

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education

• Bachelor's degree in Accounting, Finance, or Business Administration preferred
• Associate's degree with equivalent experience may be considered

Experience

• 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

Technical Skills

• 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

Why You'll Love Working Here:

• AVIXA is a global organization that celebrates diversity of thought, background, demographics, and experience. Learn more about us!
• The AV industry is truly inspiring, changing how people experience the world.
• We're headquartered in Northern Virginia but also have a widely distributed team. We recognize that talented people live all over the world.
• Our team likes to have fun and enjoy a good meal, even when we're not together. We also expect everyone to have a strong opinion on whether a hot dog is a sandwich!
• Our values: Trust, Heart, Courage. No buzzwords here. We take these seriously and live them every day.
• Our people: you will be surrounded by some of the most talented, supportive, smart, and thoughtful leaders and teams.
• It's not all about work: generous PTO and holiday time off, flexible working hours, option for a Compressed Work Week (i.e., 9/75 work week, or every other Friday off)
• The perks: AVIXA offers comprehensive medical, dental, and vision benefits, 401k plan with company matching, pet insurance, learning and career development opportunities, education assistance, and more!

This description describes the general duties and responsibilities of the position. It is not a complete list of duties, and the employee may be required to take on additional duties and responsibilities as required by the needs of the association.

EEO Policy Statement: "It is the policy of AVIXA to provide equal employment opportunities to all qualified persons, and to recruit, hire, train, promote, and compensate persons in all jobs without regard to age, race, color, religion, sex, national origin, disability, sexual orientation, or any other category protected by law."