Accounts Payable Manager

Education

• Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred but not required.
• Equivalent combination of education and relevant experience will be considered.
• Experience
• 5+ years of progressive accounts payable experience.
• 2+ years of supervisory or management experience.
• Experience in trucking, transportation, logistics, or fleet management preferred.
• Experience managing accounting for multiple entities and FEINs required.

Knowledge & Skills

• Knowledge of multi-company accounting structures and intercompany transactions.
• Proficient in ERP and accounting systems.
• Advanced Microsoft Excel skills.
• Excellent analytical, organizational, and problem-solving abilities.
• Strong attention to detail and accuracy.
• Effective communication and leadership skills.

Key Performance Indicators (KPIs)

• Invoice processing accuracy.
• On-time payment.
• Vendor dispute resolution time.
• AP aging performance.
• Employee productivity and workflow efficiency.
• Audit compliance and internal control effectiveness.
• Accuracy of multi-entity expense allocations.
• Timely completion of month-end AP close activities.

Accounts Payable Operations

• Manage the full-cycle accounts payable process for multiple companies operating under separate FEINs.
• Review, code, approve, and process vendor invoices accurately and timely.
• Ensure proper allocation of expenses to the appropriate entity, division, terminal, cost center, and general ledger account.
• Oversee weekly and monthly payment runs, including ACH, wire transfers, checks, and virtual payments.
• Monitor invoice workflows and approval processes to ensure compliance with company policy.
• Maintain compliance with payment terms and maximize available discounts.

Multi-Entity Financial Management

• Ensure segregation and accurate reporting of transactions by FEIN and legal entity.
• Reconcile intercompany transactions and assist with intercompany accounting processes.
• Support entity-specific audits, tax reporting, and financial statement preparation.
• Coordinate with accounting and finance teams to ensure proper expense recognition and accruals.

Trucking Industry-Specific Responsibilities

• Manage payables related to:
  • Fuel vendors and fuel card programs
  • Truck leases and equipment financing, if applicable
  • Repairs and maintenance vendors
  • Transportation and logistics service providers
  • Expense reimbursements
  • Insurance premiums
  • Toll and scale charges
  • Fleet management vendors
• Review and reconcile vendor statements related to fleet operations and transportation services.
• Monitor recurring operational expenses to identify discrepancies and cost-saving opportunities.

Vendor Management

• Establish and maintain strong vendor relationships.
• Resolve invoice discrepancies and payment disputes promptly.
• Maintain current vendor records, W-9 forms, and payment information.
• Ensure compliance with IRS reporting requirements, including annual 1099 preparation and reporting.

Internal Controls & Compliance

• Develop and maintain effective internal controls to safeguard company assets.
• Ensure compliance with company policies, transportation industry regulations, and accounting standards.
• Maintain accurate supporting documentation and audit trails.
• Assist with internal and external audits.

Team Leadership

• Supervise, train, and develop accounts payable staff.
• Establish performance goals and conduct employee evaluations.
• Create and maintain standard operating procedures.
• Promote continuous improvement initiatives and process efficiencies.

Reporting & Analysis

• Analyze spending patterns and identify trends affecting transportation costs.
• Monitor key performance indicators (KPIs) related to AP processing and vendor management.
• Provide management with regular reporting on liabilities and payment obligations.