Senior Accounts Payable Administrator

Job Description

Job Description

Our client is looking to hire a Senior Accounts Payable Administrator/Manager to their team in Manhattan. This role would be a on a hybrid schedule.

Core Level Competencies

●     Scope & Problem Solving: Works on problems of moderate scope, leveraging multiple established practices and procedures. Exercises sound judgment within defined guidelines to solve difficult or complex operational issues.

●     Independence & Guidance: Operates independently on routine assignments with general guidance, and handles new or complex projects with clear goals and detailed initial objectives.

●     Leadership & Collaboration: Serves as a subject matter expert and informal mentor to lower-level team members, providing coaching, guidance, and daily support.

●     Cross-Functional Influence: Proactively interfaces with internal departments (Finance, Purchasing, Operations) and external partners (vendors, auditors) to streamline processes and influence operational decisions.

Key Responsibilities

Accounts Payable Operations & Processing

●     Review, verify, and execute timely processing of vendor invoices, ensuring accurate General Ledger (GL) account coding and compliance with approval matrices.

●     Manage and execute scheduled vendor payments via ACH, wire transfers, and checks, maximizing early payment discounts while maintaining optimal cash flow.

●     Reconcile processed transactions by verifying entries and balancing system reports against general ledger balances.

●     Monitor bank balances and execute fund transfers between corporate accounts as needed, and ensure all AP transactions are properly posted.

Analysis, Reporting & Compliance

●     Maintain and analyze weekly Accounts Payable aging reports for payment purposes and reporting to executive finance management.

●     Support 13-week rolling cash flow forecasting by providing details for upcoming payments using the AP aging report and run rate of AP expenses

●     Process year-end 1099’s, ensures vendor tax form validation (W-9 / W-8), and new vendor existence checks through our vendor onboarding process.

●     Assist with internal and external financial audits, pulling documentation and explaining AP workflows.

●     Assists with funding purchase requisitions (ordering items, processing payments via the company credit card, requesting virtual credit cards for payments)

Process Improvement & Collaboration

●     Identify operational bottlenecks (ensuring timely approval of invoices assigned to the business) and lead continuous process improvement initiatives to elevate speed, accuracy, and automation within the AP workflow.

●     Partner with Purchasing, Legal, and Finance teams to resolve vendor contract, purchase order, and invoice discrepancies promptly and professionally.

●     Drive positive vendor relationships by serving as a primary point of escalation for payment inquiries.

Qualifications & Skill Requirements

●     Education & Experience: Bachelor’s degree in Accounting, Finance, or Business Administration (or equivalent practical experience), plus 3+ years of progressive experience in accounts payable or general accounting.

●     Technical Expertise: Deep knowledge of full-cycle accounts payable procedures, GAAP principles, GL structure, 1099 tax requirements, and automated ERP systems (e.g., NetSuite or Intacct). Bill is a plus and where most of our payables are processed.

●     Analytical Skills: Excellent analytical capabilities with demonstrated ability to identify discrepancies, evaluate root causes, and implement effective solutions.

●     Communication & Collaboration: Exceptional communication skills with an upbeat, collaborative approach to team mentorship and vendor relations.

●     Tools: High proficiency with MS Excel (vlookups, pivot tables, formulas) and cloud-based expense management software.

Abacus Group is an award-winning executive search firm specializing in the permanent, temporary, and temp-to-perm placement of Accounting & Finance, Public Accounting, Administrative Support, Compliance, Human Resources, Marketing & Communications, and Information Technology professionals across all industries. Our diligent and personal approach has been honored by Clearly Rated’s “Best of Staffing” awards for exceptional service as well as Forbes' "America’s Best Recruiting Firms" awards. We attribute our repeat recognition as one of Crain’s New York’s “Best Places to Work in New York City” to our familial, supportive, and transparent company culture. Founded in 1997, Abacus Group is headquartered in New York with additional offices in California and Florida.

Company Description

Abacus Group is an award-winning executive search firm specializing in the permanent, temporary, and temp-to-perm placement of Accounting & Finance, Public Accounting, Administrative Support, Compliance, Human Resources, Marketing & Communications, and Information Technology professionals across all industries. Our diligent and personal approach has been honored by Clearly Rated’s “Best of Staffing” awards for exceptional service as well as Forbes' "America’s Best Recruiting Firms" awards. We attribute our repeat recognition as one of Crain’s New York’s “Best Places to Work in New York City” to our familial, supportive, and transparent company culture. Founded in 1997, Abacus Group is headquartered in New York with additional offices in California and Florida.