Accounts Payable Manager

Key Responsibilities

Accounts Payable Management: Lead AP from invoice receipt through approval and payment, setting clear priorities, monitoring progress and ensuring issues are followed through to resolution. Ensure accurate PO, receipt and invoice matching; partner with Purchasing, branches and receiving to resolve pricing, quantity and receipt discrepancies.

Ensure AP subledger-to-general-ledger reconciliations and timely month-end close, including resolution of reconciling items and accurate supporting records. Build positive vendor relationships through proactive communication, statement reconciliations and resolution of inquiries, unapplied credits and returns. Resolve payment issues early to prevent vendor holds and supply disruptions.

Plan payments and communicate AP cash requirements to the Controller, honoring payment terms and available discounts while maintaining timely, accurate payments. Maintain approvals, segregation of duties, vendor setup and bank-change safeguards, and duplicate-payment prevention in accordance with company policies. Develop and maintain department KPIs and scorecards, with baselines and targets for on-time payment, invoice cycle time, backlog/aging, accuracy, vendor issue resolution and open claims/credit aging.

Run the department through a regular KPI operating cadence: schedule team reviews of scorecards against targets, collaborate to identify root causes of missed targets, assign corrective actions with responsible owners and deadlines, follow through to completion and verify effectiveness. Report results, progress and risks to the Controller.

Vendor Returns and Warranty Management: Manage vendor returns (VR) and warranty within AP, ensuring timely, accurate processing and following open claims through to resolution. Partner with vendors to obtain credits due and with customers and internal teams to resolve return and warranty issues. Ensure credits are received, recorded and appropriately applied and reconciled.

Maintain complete VR and warranty records and supporting documentation. Analyze claim trends and recurring issues to improve VR and warranty processes. Train staff on VR and warranty procedures and policies and maintain reliable coverage. Team Leadership: Lead AP Analyst work through clear delegation and review, stepping in for exceptions or coverage.

Clarify responsibilities, priorities and deadlines; coach staff toward confident, independent problem-solving and provide cross-training and backup coverage. Regularly assess and rebalance workload using transaction volume, complexity, staff capacity and bottlenecks. Adjust assignments and processes to maintain service, quality and effective use of resources.

Develop and maintain AP Analyst KPIs and scorecards with baselines and targets for timely, accurate output, productivity adjusted for work complexity, and issue resolution, balanced with quality and controls. Align reviews with the department’s regular KPI operating cadence, provide constructive feedback and performance evaluations, reinforce commitments and follow through on coaching and performance improvement.

Compliance and Reporting: Ensure compliance with accounting standards, regulations and company policies; prepare required reports and documentation and support internal and external audits. Communicate status and risks proactively. Explore issues resourcefully, bring significant risks promptly to the Controller with recommended solutions, and coordinate with stakeholders to follow issues through to resolution.

Lead significant, sustainable process and operational change: identify root causes, document procedures, clarify roles and deadlines, guide and train staff, and confirm adoption and measurable improvement.

Qualifications

Education

Bachelor’s degree in Accounting, Finance or a related field. Experience: Minimum of 8 years in accounts payable, including at least 3 years in a supervisory or managerial role. Demonstrated success leading an AP team and delivering results, KPI development, process improvement and change leadership in a high-volume environment.

Distribution or inventory-related AP experience preferred. Skills: Strong leadership, delegation and coaching that build team capability, independence and shared accountability; proactive communication, sound judgment and collaboration with vendors and cross-functional teams. Proficiency in accounting software and Microsoft Office Suite, particularly Excel.

Strong analytical and resourceful problem-solving skills, including root-cause analysis and use of performance data. Attention to detail, accuracy and AP controls, with the ability to prioritize competing demands, work under pressure and meet deadlines. Disclaimer: The information in this job description indicates the general nature and level of work to be performed.

It is not designed to contain or be interpreted as comprehensive of every job duty, responsibility, or qualification required by an employee assigned to this job. While employed in this position, an employee may be required to perform other assignments not listed on this job description. Physical Demands Demand Frequency Sedentary – Lifting 0-10 pounds Occasional Light Lifting – 10-20 pounds Never Moderate Lifting – 20 to 50 pounds Never Heavy Lifting – 50 to 100 pounds Never Pulling/Pushing, Carrying Never Reaching or working above shoulder Never Walking Occasional Standing Occasional Sitting Frequent Stooping Never Kneeling Never Repeated Bending Never Climbing Never Desk Work/Computer use/Telephone use Constant Operating a motor vehicle Never Operating a commercial vehicle Never Operating warehouse equipment, forklift, baseloid lift etc Never Other – Talk, Drive, visit customers etc.

Frequent EEO Statement: Watsco and its subsidiaries are an Equal Opportunity Employer and do not discriminate on the basis of age, color , race, religion, disability, sex, or national origin. We support a diverse and inclusive workplace where we employ, retain, terminate, and otherwise treat all employees and job applicants on the basis of merit, qualifications and competence.

The Accounts Payable & Warranty Manager leads Gemaire’s accounts payable and vendor returns/warranty function, ensuring timely, accurate processing, strong controls and positive vendor relationships. Reporting to the Controller, the Manager builds a capable, confident team through delegation and coaching, sets shared goals, communicates proactively and leads meaningful improvements in a high-volume distribution environment.