Accounts Payable Manager

Accounts Payable Manager

CARILLON HOTEL MANAGEMENT LLC - 3.8

Miami Beach, FL Job Details Full-time 21 hours ago Qualifications Treasury management Business financial process improvement Accounting systems Internal controls Automation Sales tax Supervising experience Policy & process development Bachelor's degree GAAP Decision making Performance Improvement (PI) Managing accounting teams Vendor relationship management Accounting and finance experience Financial compliance Excel data analysis Full Job Description Job Summary Oversees the end‑to‑end accounts payable (AP) function for all entities, ensuring accuracy, timeliness, and compliance with internal controls, financial policies, cash‑management objectives, and external audit requirements. Exercises independent judgment and discretion to resolve complex vendor issues, evaluate contract terms and payment options, and recommend strategies that align with organizational cash flow goals. Leads continuous process improvement and automation initiatives across AP. Essential Job Functions Lead daily AP operations including invoice intake, 3way match, exception handling, payment scheduling (checks/ACH/wires/virtual cards), and month end close activities across multiple entities. Develop, implement, and enforce AP policies, procedures, and internal controls; maintain an approvals matrix and segregation of duties framework. Evaluate and optimize processes to enhance accuracy, efficiency, and automation (e.g., OCR/workflow tools, vendor portals, electronic payments); establish KPIs and dashboards for cycle time, accuracy, and aging performance. Exercise discretion in resolving complex vendor disputes; review and interpret vendor contracts/terms, negotiate resolutions, and recommend payment strategies aligned with cash‑flow priorities and early‑pay discount opportunities. Own AP scheduling in coordination with Treasury/Controller; prepare weekly cash‑disbursement forecasts and present recommendations to leadership. Review non‑routine and capital transactions for policy alignment; partner with department heads and the Controller/Director of Finance to apply financial policies to atypical or complex purchases. Oversee 1099/1096 reporting, W‑9 collection, vendor master data governance, and certificate of insurance tracking; ensure compliance with IRS and company requirements. Ensure complete and accurate month‑end close: invoice cut‑off, accruals and prepaids, GR/IR review, P‑Card/AmEx postings, and AP subledger to GL reconciliation.

Serve as AP system administrator:

roles/permissions, workflow configuration, integration with PMS/ERP (e.g., Opera/SunSystems or equivalent), and user training. Coordinate audit requests (internal/external); prepare schedules, narratives, and samples to support control and substantive testing. Supervise and develop AP staff; assign work, set goals, provide coaching, and conduct performance reviews. Maintain critical contracts/calendar (renewals, retainers, lease payments, utilities) and ensure timely payment and appropriate accounting treatment. Champion fraud‑risk mitigation: positive pay, supplier change controls, callback verification, approval thresholds, and payment file controls. Prepare and present AP analyses, KPIs, and vendor‑spend reports to leadership to inform decision‑making related to expense management and vendor relations. Perform other finance or accounting duties as assigned. Education, Experience and Skill Requirements Bachelor's degree in Accounting, Finance, or related field required; advanced coursework preferred. 5+ years of progressive AP or accounting experience, including 2+ years in a supervisory/lead role; hospitality or multi‑entity experience preferred. Strong knowledge of GAAP as it relates to AP, accruals, and expense recognition; familiarity with 1099 reporting and sales/use tax considerations. Advanced Excel skills (pivot tables, lookups, data validation) and proficiency with ERP/PMS and AP automation tools. Demonstrated ability to design and enforce internal controls and drive process improvements. Excellent communication, presentation, and vendor‑management skills; ability to exercise independent judgment on matters of significance. Special Qualifications Hours worked in this position: 40+ Due to the cyclical nature of the hospitality industry, schedules may vary to reflect business needs. Attendance at scheduled training sessions and meetings is required. Carillon Miami Wellness Resort is an equal opportunity employer.