Role: Accounts Payable Manager

Location: New York City, NY

Employment Type: Direct Hire

Rate: $80,000 - $95,000 / year

Benefits: This position is eligible for medical, dental, vision and retirement plan.

Accounts Payable Manager

Location: Manhattan, NY | Schedule: Hybrid, 3 days onsite per week

Position Overview

Our client, a growing nonprofit organization with multiple locations throughout New York City, is seeking an Accounts Payable Manager to oversee its accounts payable operations and ensure the timely, accurate, and compliant processing of invoices, payments, employee reimbursements, and vendor transactions.

Reporting to the Director of Accounts Payable, this role will help strengthen financial operations, maintain appropriate internal controls, and ensure the effective stewardship of organizational resources.

The Accounts Payable Manager will partner closely with department leaders, finance and shared services teams, and external vendors to improve financial processes and deliver responsive, high-quality service across the organization.

The ideal candidate is a collaborative, customer-focused leader with experience managing daily AP operations, developing efficient systems, building cross-functional relationships, and supporting compliance with accounting standards, organizational policies, and grant requirements.

This is a full-time, hybrid position requiring a minimum of three days onsite per week at the organization's Manhattan office. The role also includes periodic travel to additional organizational locations throughout New York City. The frequency of travel will be determined by the leadership team.

Duties and Responsibilities

Accounts Payable Operations

• Lead the full-cycle accounts payable process, including invoice receipt, coding, approval workflows, payment processing, employee reimbursements, and vendor maintenance.
• Ensure invoices, reimbursements, credit card transactions, and other financial obligations are processed accurately and on time.
• Oversee weekly payment runs, including ACH, wire transfers, checks, and electronic payment methods.
• Monitor AP aging and proactively resolve outstanding vendor balances, payment discrepancies, and exceptions.
• Maintain accurate vendor records, including W-9 documentation, tax information, and payment profiles.
• Ensure timely resolution of payment inquiries while maintaining strong customer service.

Team Leadership & Development

• Develop cross-training plans to strengthen operational continuity and team capacity.
• Foster a collaborative, customer-service-oriented culture focused on accuracy, responsiveness, and continuous improvement.

Financial Controls & Compliance

• Ensure compliance with GAAP, organizational policies, grant requirements, applicable regulations, and internal financial controls.
• Maintain and strengthen controls related to purchasing, approvals, vendor management, and payment processing.
• Support internal and external financial audits by preparing documentation, reconciliations, and audit schedules.
• Coordinate annual 1099 reporting and other required tax compliance activities.

Process Improvement & Systems Management

• Evaluate and improve AP processes to increase efficiency, accuracy, and service quality.
• Maintain policies, procedures, and documentation supporting consistent financial operations.
• Partner with Finance and other departments to improve purchasing, payment, and procurement workflows.
• Support financial system implementations, upgrades, testing, and ongoing optimization.

Vendor & Stakeholder Partnership

• Serve as a primary point of contact for vendor payment inquiries and escalations.
• Build and maintain relationships with vendors, department leaders, and internal teams.
• Partner with departments across the organization to resolve invoice, purchasing, and payment issues.
• Deliver responsive, solutions-oriented customer service while maintaining compliance with financial controls.

Reporting & Financial Analysis

• Prepare AP reports, dashboards, and operational metrics for Finance leadership.
• Monitor key performance indicators, including invoice processing times, payment accuracy, aging reports, and vendor performance.
• Support month-end and year-end close activities, including accruals, reconciliations, and financial reporting.
• Assist with cash flow planning by providing payment forecasts and spending trend analysis.

Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field required.
• Minimum of five years of progressive accounts payable or accounting experience.
• Strong knowledge of accounts payable operations, accounting principles, internal controls, and financial best practices.
• Experience with ERP systems, electronic invoice processing, and financial workflow management.
• Advanced proficiency in Microsoft Excel, Google Workspace, and financial reporting tools.
• Strong analytical, organizational, and problem-solving skills with exceptional attention to detail.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated ability to manage multiple priorities while maintaining high levels of accuracy in a fast-paced environment.
• Experience in nonprofit, education, charter school, or public-sector finance preferred.
• Knowledge of grant-funded accounting and 1099 reporting requirements preferred.
• Experience leading process improvement initiatives, systems implementations, or operational change efforts preferred.