Accounts Payable Manager

The Planet Group; Boston (MA); Hybrid; USD 75,000 - 105,000; Full time

Job summary

The Planet Group in Boston seeks an Accounts Payable Manager to lead full-cycle AP operations with a focus on accuracy, compliance, and process efficiency. The role requires strong Workday AP expertise and experience with PaymodeX to manage payments to suppliers, employees, and students.

Hybrid work arrangement (in-office on Wed & Thu) supports collaboration with the accounting team. A Bachelor’s degree is preferred, and higher education or nonprofit background is a plus.

Qualifications

• 3+ years of full-cycle AP experience, the only AP employee on the team.
• Proficient in Workday Accounts Payable module.
• Experience with PaymodeX for supplier payments.

Responsibilities

• Manage the full life cycle of Accounts Payable operations with emphasis on accuracy and compliance.
• Administer Workday AP module, including testing and enhancements.
• Support audits, reporting, and process documentation; develop training for budget managers and stakeholders.
• Provide customer service to faculty, staff, students, and suppliers and resolve AP issues.
• Identify and implement process improvements and automation opportunities, including AI tech when appropriate.

Skills

Full-cycle AP

Workday AP

Education

Bachelor's degree

Tools

PaymodeX

Job description

Industry- Higher education, 8 in Accounting team

Location- Boston (accessible via MBTA Green Line or free parking)

WFH situation- Hybrid (Wed & Thur in office)

Background check- yes

Must haves:

-3+ years of full-cycle AP process (this is the only AP employee)

-Has process AP in Workday AP module

Preferred:

-Bachelor degree (strongly preferred)

-Higher education or non-profit

-PaymodeX

Job Description:

The Accounts Payable Manager is responsible for the full life cycle of AP operations. The AP Manager is the university’s functional expert in accounts payable, and is responsible for executing, managing, and continuously improving accounts payable operations with a strong emphasis on system integrity, compliance, customer service, and process efficiency.

This position maintains responsibility for the full life cycle of AP operations, including invoice processing, payment execution, supplier management, reporting, audit support, regulatory compliance, and process documentation. The AP Manager will also develop and provide support and training to budget managers and university stakeholders who initiate and approve payments to vendors, employees, staff, and students.

This role requires proficiency in the Workday AP Module to ensure accurate and timely transaction processing, reporting, payment administration, and adherence to internal controls.

Accounts Payable Operations

• Serve as A/P functional area specialist for Accounts Payable operations.
• Manage and maintain responsibility for the full-cycle Accounts Payable process.
• Review, validate, approve, and process vendor invoices, purchase orders, employee expense reimbursements, student stipends, and other payment requests in Workday Accounts Payable Module and PaymodeX.
• Ensure accuracy of accounting distributions, funding sources, approvals, tax treatment, and compliance with university procurement and financial policies.
• Match invoices to purchase orders and receipts; investigate and resolve discrepancies.
• Process supplier, employee, and student stipends through ACH, check, wire transfer, and other approved methods.
• Lead resolution of complex payment, supplier, workflow, and compliance issues.
• Monitor payment schedules and settlement runs to ensure timely disbursement of funds.
• Review outstanding invoice requests and reimbursement transactions; proactively follow up on approval delays.
• Recommend and implement operational efficiencies and best practices, including suggested implementation of AI technology.

Workday Accounts Payable Administration

• Utilize the Workday Accounts Payable (a module of Workday Financials) to process and monitor Accounts Payable transactions and workflows.
• Serve as the primary Workday Accounts Payable functional expert by leading testing, implementation, and validation efforts related to Workday enhancements and upgrades.
• Partner with Finance leadership on system enhancements and strategic initiatives, including identifying opportunities to automate manual processes and optimize Workday functionality.
• Troubleshoot invoice routing issues, approval bottlenecks, workflow exceptions, and payment processing errors.
• Maintain supplier records and support supplier onboarding activities.
• Review and maintain required vendor tax documentation, including Forms W-9.
• Generate and analyze Accounts Payable reports to support reconciliations, audits, month-end close, and operational analysis.
• Develop advanced reporting, dashboards, and analytics.

Compliance, Audit & Internal Controls

Ensure compliance with university policies, accounting standards, internal controls, and applicable state and federal regulations.

• Evaluate and strengthen internal controls related to payment processing and supplier management.
• Maintain organized and audit-ready documentation.
• Support internal and external audits by preparing documentation and responding to inquiries.
• Coordinate annual Form 1099 review, validation, preparation, and filing.
• Develop and maintain current Accounts Payable policies, procedures, and process documentation.
• Monitor compliance risks and recommend corrective actions.

Customer Service & University Support

Develop, document, and facilitate formal training programs and user resources.

• Serve as an escalation point for complex campus or supplier issues.
• Provide responsive and professional support to faculty, staff, students, and suppliers.
• Collaborate with departments to resolve invoice issues, payment questions, and supplier concerns.
• Assist university stakeholders with Workday navigation and Accounts Payable processes.

Process Improvement & Finance Collaboration

Lead process improvement initiatives and workflow redesign efforts.

• Identify opportunities to increase efficiency, reduce risk, and enhance customer service.
• Participate in broader Finance Division strategic initiatives and system implementations.
• Analyze departmental operations and recommend performance improvements.
• Participate in cross-training efforts to support business continuity.
• Recommend and support improvements to Accounts Payable workflows and Workday configurations and testing.
• Participate in Finance Division projects and year-end close activities.
• Contribute to a culture of continuous improvement and operational excellence.