Accounts Payable Manager

Accounts Payable Manager – Charlotte, NC

Hybrid - onsite Monday - Thursday

**This role offers competitive base plus bonus as well as full benefits

Overview - My client are looking for an  Accounts Payable (AP) Manager  for a private equity firm. This position plays a crucial role in overseeing the firm’s financial obligations, ensuring accurate and timely processing of payments, and maintaining strong relationships with vendors and portfolio companies. This position requires a deep understanding of financial operations within the private equity sector, as well as the ability to manage complex transactions and reporting requirements.

Key Responsibilities

Invoice and Payment Processing

• Oversee the accurate and timely processing of invoices, ensuring compliance with firm policies and regulatory requirements.
• Manage payment runs, including electronic transfers and check payments, to meet financial obligations promptly.
• Serve as the primary point of contact for both branch and corporate teams regarding invoice submission, payment timing, and accounts payable inquiries.
• Clearly communicate payment schedules, cutoffs, priorities, and exceptions to branch and corporate stakeholders to ensure alignment and avoid service disruptions.

Vendor Setup, 1099 Compliance, and Stakeholder Relations

• Oversee vendor onboarding and maintenance, including collection, validation, and retention of required documentation (e.g., W-9s), ensuring accurate vendor master data.
• Administer the annual 1099 reporting process, including vendor classification, reconciliation, preparation, and timely filing in coordination with tax advisors.
• Develop and maintain strong relationships with vendors, branch leadership, and corporate stakeholders to facilitate smooth financial transactions.
• Address and resolve payment discrepancies or disputes efficiently, partnering with both branch and corporate teams to research and resolve issues in a timely manner.
• Provide guidance to branch and corporate users on AP policies, required documentation, vendor setup requirements, and proper invoice submission to improve accuracy and reduce delays.

Financial Reporting and Reconciliation

• Prepare and analyze accounts payable reports, ensuring accuracy and completeness.
• Reconcile AP sub-ledgers to the general ledger and assist in month-end and year-end closing processes.
• Share relevant AP metrics, aging, and cash-disbursement insights with branch and corporate leadership to support cash flow planning and operational decision-making.

Policy Development and Compliance

• Develop, implement, and monitor internal controls, policies, and procedures to ensure compliance with industry regulations and firm standards.
• Stay updated on changes in financial regulations affecting accounts payable processes.
• Ensure AP policies and procedures are clearly documented, communicated, and consistently applied across both branch and corporate environments, including vendor setup and 1099 requirements.

Team Leadership and Development

• Supervise and mentor AP staff, providing guidance and support to ensure high performance.
• Conduct performance evaluations and identify opportunities for professional development.
• Establish expectations for professional, timely, and effective communication between the AP team and both branch and corporate stakeholders.
• Ensure appropriate segregation of duties and review controls within vendor setup, payment processing, and 1099 workflows.

System Implementation and Process Improvement

• Oversee and maintain the accounts payable and receivable functions, ensuring efficient and accurate financial operations.
• Identify opportunities for process improvements and implement changes to enhance efficiency and accuracy.
• Partner with branch and corporate leadership during system implementations or process changes to ensure adoption, training, and minimal disruption to operations.
• Leverage AP systems to automate vendor onboarding, payment processing, and 1099 reporting where possible.

Qualifications

Education and Experience:

• Bachelor’s degree in Accounting, Finance, or a related field.
• A minimum of 5 years of experience in accounts payable or a related area, with at least 1 to 3 years in a supervisory role.
• Experience in the private equity industry or financial services is highly desirable.

Skills and Competencies:

• Strong understanding of accounting principles and accounts payable processes.
• Excellent organizational and time management skills, with the ability to manage multiple priorities.
• Proficiency in accounting software and Microsoft Office Suite, particularly Excel.
• Strong analytical and problem-solving abilities.
• Excellent communication and interpersonal skills, with the ability to interact effectively with internal and external stakeholders. An effective AP Manager in a private equity firm ensures that all financial transactions are processed accurately and efficiently, contributing to the firm’s overall financial health and operational success.