Accounts Payable Assistant Manager

About the role

The Assistant Manager, Accounts Payable supports AP Shared Services by providing day-to-day leadership over high-volume invoice operations, AP workflow management, vendor maintenance coordination, supplier data governance, team member support, reporting, controls, and stakeholder escalations.

This role helps ensure invoices and supplier-related updates are processed accurately, timely, and in compliance with company policy, approval controls, tax requirements, fraud-prevention controls, and audit expectations.

This position serves as a subject matter expert for AP invoice processes, procure-to-pay systems, vendor registration and maintenance touchpoints, outsourced processing workflows, supplier and property issue resolution, operational scorecards, training, documentation, and continuous improvement.

This role partners closely with Property Finance, Procurement, Sourcing, Treasury, Tax, Accounting, Internal Audit, External Audit, suppliers, and AP leadership to resolve issues, reduce recurring exceptions, maintain supplier master data integrity, and support strong service levels across the enterprise.

Responsibilities

• Leadership and Team Operations
• Provides hands-on leadership, coaching, training, and escalation support to Accounts Payable team members responsible for invoice processing, helpdesk support, supplier follow-up, statement reconciliation, and related workflows.
• Assigns, prioritizes, and monitors daily, weekly, monthly, and annual work to ensure critical deadlines, service-level expectations, and control requirements are met consistently.
• Supports staffing, scheduling, timecard review, PTO coverage planning, workload balancing, onboarding, cross-training, and transition planning to reduce single points of failure and maintain operational continuity.
• Develops and maintains training materials, standard operating procedures, knowledge repositories, walkthrough recordings, and team communications for standardized AP processes and system usage.
• Promotes a positive, accountable, and customer-focused team environment through feedback, recognition, coaching, and professional development.
• Invoice Processing, Workflow, and Issue Resolution
• Oversees AP invoice workflow and exception management, including PO and non-PO invoice handling, invoice coding, approval routing, supporting documentation, tax and freight exceptions, receipt issues, disputes, rejections, and payment-related concerns.
• Maintains invoice queues, ODC or electronic ingestion errors, backlog items, pending approvals, rejected invoices, pending receipts, aging items, duplicate submission risks, and other AP operational exceptions.
• Serves as an escalation point for complex supplier, property, internal stakeholder, Coupa, Oracle, outsourced processing, payment, and reconciliation issues; researches root cause and drives timely resolution.
• Reviews complex or high-risk invoices and workflow items to ensure proper handling, documentation, compliance with AP policy, and alignment with approval controls and segregation of duties.
• Coordinates supplier statement reconciliation activity, missing invoice or credit research, open item follow-up, and recurring supplier issue resolution to reduce rework and prevent repeated exceptions.
• Vendor Maintenance and Supplier Governance
• Supports vendor registration and maintenance processes related to new supplier onboarding, supplier profile updates, banking and payment method changes, remit-to information, DBA records, payment terms, tax documentation, deactivations, holds, and supplier data clean-up.
• Pairs with Vendor Maintenance, Procurement, Sourcing, Tax, Treasury, Compliance, Legal, Property Finance, and AP leadership to ensure supplier records are complete, accurate, properly approved, and aligned with policy, segregation of duties, and fraud-prevention controls.
• Maintains supplier-related exceptions that impact invoice processing or payment readiness, including missing or inactive supplier records, incorrect remit-to details, payment term concerns, supplier portal issues, TIN mismatches, duplicate supplier risks, and recurring remittance questions.
• Supports supplier enablement and communication standards, including invoice submission instructions, Coupa Supplier Portal guidance, ACH or electronic payment enrollment coordination, and recurring supplier inquiry resolution.
• Documents vendor maintenance procedures, escalation paths, control evidence, and training materials to support audit readiness, consistent AP operations, and continuity of coverage.
• Reporting, Controls, Compliance, and Audit Support
• Develops, monitors, and analyzes AP scorecards, key performance indicators, reject reports, backlog reporting, e-invoice tracking, pending receipt input, error trends, supplier statement metrics, and other operational reporting used to manage performance and prioritize work.
• Maintains strong internal controls by identifying control gaps, documenting issues, escalating risk, and supporting corrective actions related to invoice processing, approvals, supplier data, tax handling, audit evidence, and payment readiness.
• Supports month-end and period-end AP activities, including accrual support, trial balance review, open item research, reporting validation, and coordination with Accounting and Property Finance as needed.
• Serves as a point of contact for Internal Audit, External Audit, SOX-related requests, and process walkthroughs impacting AP invoice operations, outsourced processing workflows, documentation, and controls.
• Systems, Process Improvement, and Business Partnership
• Acts as a subject matter expert for AP systems and tools, including Coupa, Oracle, AP Automation tools, Virtual AP workflows, shared inboxes, reporting tools, supplier portals, and other AP platforms or applications used by the department.
• Leads or participates in AP system testing, enhancement rollouts, workflow changes, process redesign, outsourced provider coordination, and user communication related to invoice operations and shared services optimization.
• Identifies root causes of recurring issues and implements sustainable process improvements rather than one-time fixes; documents lessons learned and updates procedures, training, or controls as needed.
• Pairs professionally and effectively with Property Finance, Procurement, Sourcing, Treasury, Tax, Accounting, Internal Audit, External Audit, suppliers, and AP leadership to resolve issues and improve enterprise AP service levels.

Qualifications

• Must be at least 21 years of age.
• Bachelor degree in Accounting, Finance, Business, or related field preferred; four or more years of accounts payable, accounting, shared services, or related experience required; or equivalent combination of education and experience.
• One or more years of lead, supervisory, coaching, or people-management experience preferred; demonstrated ability to guide team members, assign work, and resolve escalations required.
• Experience in a multi-unit company, shared services environment, high-volume AP operation, or gaming/hospitality environment preferred.
• Experience with Coupa, Oracle, ERP, procure-to-pay, electronic invoice ingestion, supplier portals, or outsourced AP processing platforms preferred.
• Intermediate to advanced Microsoft Excel skills preferred, including VLOOKUP, XLOOKUP, pivot tables, filtering, reconciliation, and data analysis.
• Working knowledge of AP controls, approval routing, segregation of duties, SOX requirements, supplier statement reconciliation, invoice exception handling, and payment readiness required.
• Exposure to 1099, TIN matching, sales and use tax, supplier compliance, or audit support processes preferred.
• Must be able to research complex issues, identify root causes, document findings, communicate resolution steps, and implement practical process improvements.
• Must have excellent verbal and written communication skills, strong interpersonal skills, sound judgment, and the ability to interact with colleagues and business partners in a diplomatic and tactful manner.
• Must be able to work independently, perform tasks of subordinates as needed, manage multiple priorities, and meet deadlines in a fast-paced environment.
• Must maintain strict confidentiality and develop professional relationships with suppliers, property teams, internal customers, and business partners.