AP Manager

Job Description Job Description Title: Vendor Master & Controls Manager Reports To: Director of Working Capital Location: Irving, Texas Work Schedule: M-F / Hybrid Company Overview The organization is a rapidly growing multi-entity services platform operating within field services, infrastructure, and operationally intensive environments. With continued expansion through acquisition, the company is building a centralized finance structure focused on governance, scalable systems, and standardized procure-to-pay processes across multiple business units. Role Summary The Vendor Master & Controls Manager oversees the integrity, compliance, and governance of vendor data and the Accounts Payable (AP) control environment across all business units and regions. This role is responsible for vendor lifecycle management, helpdesk operations, statement reconciliations, and AP-related close activities, ensuring a secure and compliant control environment that supports scalability. This leader will deploy scalable vendor governance frameworks, centralized service channels, and proactive control monitoring to support the company’s rapid growth trajectory. The role also anchors the AP close governance cycle, coordinating with cross-functional teams to ensure subledger accuracy, compliance readiness, and timely close execution. Strategic Objectives & Shared Services Priorities Governance Framework: Define and enforce enterprise-wide vendor master policies, standards, and approval workflows across business units and systems. Data Integrity & Compliance: Implement robust vendor validation processes (W-8/W-9, OFAC, bank account verification, TIN checks) to ensure compliance and prevent fraud. Centralized Service Delivery: Build a unified AP helpdesk and case management model with tiered SLAs, escalation paths, and root-cause analytics. Controls & Continuous Monitoring: Deploy analytics and exception monitoring tools to detect duplicates, fraud risks, and policy noncompliance in real time. Close Governance: Standardize the AP close calendar, subledger lock procedures, reconciliations, and business unit handoffs to ensure clean, timely financial closes . Scalability: Design policies, workflows, and reporting structures capable of supporting growth without proportional headcount increases. Core Responsibilities Vendor Master Management: Oversee all vendor onboarding, change, and deactivation processes in accordance with policy requirements. Maintain control documentation, evidence tracking, and approval hierarchies for all vendor data changes. Ensure segregation of duties and secure master data access within ERP. Helpdesk & Vendor Relations: Lead the AP helpdesk operations and case resolution, establishing SLA tiers and escalation paths. Build and maintain a self-service portal and knowledge base to improve vendor and internal user experience. Analyze inquiry trends and drive process improvements to reduce recurring issues. Statement Reconciliation: Oversee vendor statement reconciliations to ensure completeness of liabilities. Partner cross-functionally to investigate and resolve variances or open items. Provide visibility into unreconciled balances and aged items through dashboards and KPI reports. Governance & Close: Own the AP portion of the monthly and quarterly close cadence, including subledger locks, aging review, and accrual readiness. Collaborate with cross-functionally to resolve audit findings and implement corrective actions. Publish compliance dashboards and report on adherence to key controls, and operational policies. Continuous Improvement & Scale Enablement: Leverage automation, analytics, and master data management tools to reduce manual touchpoints. Define and monitor performance metrics across data quality, service delivery, and control effectiveness. Support M&A integrations by onboarding new entities to vendor master and helpdesk frameworks. Qualifications 7–10 years of progressive experience in Accounts Payable, Vendor Master, or AP Controls within a Shared Services or centralized finance function. Strong understanding of SoD controls, 1099 compliance, and internal control frameworks. Experience with ERP systems (preferably Microsoft D365 F&O) and vendor management tools. Demonstrated success designing and governing scalable AP or vendor data processes in a high-growth environment. Excellent stakeholder management, communication, and cross-functional collaboration skills. Analytical and data-driven mindset; proficiency with dashboarding tools (e.g., Power BI) preferred. Key Success Metrics Data Integrity: Vendor setup accuracy; duplicate/fraud prevention rate; error-free audit results. Service Delivery: Case resolution time; helpdesk SLA performance; vendor satisfaction. Financial Control: Compliance results; subledger and reconciliation timeliness; internal control adherence. Operational Efficiency: Vendor setup and maintenance cycle time; reduction in manual validations; automation adoption. Scalability & Governance: Successful onboarding of acquired entities; consistency of policy application across regions.