AP Office Manager

Job Title: AP Office Manager

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The AP Office Manager oversees the full accounts payable process while providing comprehensive administrative and office management support. This role processes invoices, resolves discrepancies, and communicates directly with vendors, ensuring accurate and timely payments. The AP Office Manager also supports daily office operations and collaborates closely with leadership in a fast-growing, family-oriented environment.

Responsibilities

• Process invoices accurately and in a timely manner, ensuring all necessary approvals and documentation are in place.

• Investigate and resolve invoice discrepancies by coordinating with internal teams and vendors.

• Communicate professionally with vendors to address questions, clarify billing issues, and maintain positive relationships.

• Manage the accounts payable workflow, including matching invoices to purchase orders and verifying supporting documentation.

• Maintain accurate accounts payable records and support bookkeeping activities as needed.

• Perform data entry related to accounts payable and administrative tasks, ensuring accuracy and completeness.

• Provide administrative support to leadership, including the VP, by preparing documents, reports, and correspondence as required.

• Coordinate and support general office management activities to ensure smooth daily operations.

• Utilize Excel to track, analyze, and reconcile accounts payable data.

• Work within an ERP system to enter, update, and maintain accounts payable and related financial information.

• Use Microsoft Office tools to prepare spreadsheets, documents, and communications that support accounts payable and administrative functions.

Essential Skills

• At least 5 years of accounts payable experience.

• At least 3 years of administrative experience.

• Proficiency in accounts payable processes, including invoice processing and purchase order matching.

• Experience handling invoice discrepancies and resolving issues with vendors.

• Strong Excel experience for managing and analyzing financial and administrative data.

• ERP experience for processing and maintaining accounts payable records.

• Proficiency with Microsoft Office, including Word, Excel, and Outlook.

• Experience in office management and administrative support.

• Accurate data entry skills and attention to detail.

• Bookkeeping experience related to accounts payable.

Additional Skills & Qualifications

• Ability to build and maintain positive relationships with vendors and internal stakeholders.

• Strong organizational and time management skills to handle multiple tasks and deadlines.

• Clear and professional written and verbal communication skills.

• Comfort working closely with leadership, including providing direct support to a VP.

• Adaptability to support a growing organization and evolving processes.

Work Environment

This is a full-time, in-office position with standard hours of 9:00 a.m. to 5:00 p.m. The role operates in a professional office setting that emphasizes a family-oriented culture and collaboration. The company has experienced significant growth over the last five years, creating opportunities to contribute to expanding processes and responsibilities. The AP Office Manager works on-site with access to ERP systems, Excel, and the broader Microsoft Office suite to perform daily tasks and support leadership and office operations.

Job Type & Location

This is a Contract to Hire position based out of Port Chester, NY.

Pay and Benefits

The pay range for this position is $30.00 - $36.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Port Chester,NY.

Application Deadline

This position is anticipated to close on May 14, 2026.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.