Senior Accounts Payable Administrator

Foley Hoag LLP seeks an experienced Senior Accounts Payable (AP) Administrator to join our dynamic finance team. Reporting to the Accounts Payable Manager the Senior AP Administrator will own day-to-day AP operations and serve as a subject-matter resource for complex payments vendor maintenance tax compliance and system workflows. The ideal candidate brings law firm experience exceptional accuracy and judgment strong communication skills and a continuous improvement mindset.

This hybrid role requires in-office presence at least three days per week to foster collaboration and connection. Onsite expectations and specific days may evolve depending on team and business needs.

Responsibilities

The Senior AP Administrator oversees the end-to-end accounts payable lifecycle in accordance with firm policies internal controls and operational service levels. This role includes hands-on processing issue resolution and cross-functional coordination with Legal Administrative and Finance stakeholders.

• Review validate and process invoices and employee expenses using Emburse (Expense and Invoice) ensuring appropriate coding approvals policy compliance and supporting documentation. Export approved items and import payment files into Aderant to create vouchers; execute timely and accurate payment runs.
• Run and analyze Emburse and Aderant reports to identify outstanding items aging exceptions and workflow bottlenecks; proactively clear holds and escalate issues as needed to maintain cycle-time targets.
• Monitor shared AP mailboxes (e.g. Emburse Help and Accounts Payable) and respond promptly and professionally to internal and external inquiries providing clear guidance and issue resolution.
• Perform month-end and year-end close activities including account reconciliations and audit support; prepare schedules and documentation in accordance with firm standards.
• Post recurring electronic files for soft costs and other charges into the accounting system; reconcile entries to the general ledger and remediate discrepancies.
• Review and process employee expense reimbursements in alignment with policy and tax guidelines; ensure appropriate receipts approvals and classifications.
• Process domestic and international payments including wires ACH foreign drafts and bank money orders; utilize Corpay for foreign vendor payments and load payment files to Aderant and banking portals with appropriate approvals.
• Record reconcile and file multi-state sales and use tax as applicable; ensure accuracy of tax coding and timely remittance.
• Maintain complete and compliant vendor records including W-9 collection tax classification banking details and other required documentation; ensure changes are appropriately authorized and documented.
• Research and resolve invoice discrepancies credits and statement variances; collaborate with vendors and internal teams to clear exceptions and prevent recurrences.
• Conduct unclaimed property follow-up on outstanding checks; maintain abandoned property files and support annual escheatment processes in accordance with state requirements.
• Prepare information for annual 1099 reporting and assist with year-end information return processes.
• Support internal controls over disbursements including segregation of duties approval hierarchies payment validations and documentation standards; identify control gaps and propose remediations.
• Lead or assist with cross-training to ensure coverage across all AP functions mentor colleagues on best practices systems and controls.
• Drive continuous improvement recommending and implementing process enhancements to increase accuracy compliance and efficiency; participate in projects related to systems integrations and policy updates.

Qualifications

• 5 years of progressive accounts payable experience; law firm or professional services experience is highly preferred.
• Strong understanding of end-to-end AP processes including soft costs/cost recovery coding approvals vendor maintenance disbursements electronic payments and period close.
• Working knowledge of general accounting principles and sales/use tax compliance; familiarity with unclaimed property requirements.
• Proficiency with accounting and AP workflow systems; experience with Emburse (Expense and Invoice) and Microsoft Excel/Word required. Prior experience with Aderant and banking portals is a plus.
• Exceptional accuracy and attention to detail; demonstrated ability to manage multiple priorities meet deadlines and maintain data integrity in a fast-paced environment.
• Strong verbal and written communication skills with a customer-service orientation and the ability to partner effectively across functions and levels.
• Commitment to Foley Hoags values and to fostering a diverse equitable and inclusive workplace.

Compensation range is $69700 to $82000 commensurate with related experience and qualification. The salary of the candidate selected for this role will be set based on a variety of factors including but not limited to internal equity experience specialty and training. The above salary range (or hiring range) represents the firms reasonable estimate of the range of possible compensation at the time of posting.

Search firm submissions are not requested nor considered for this position.

Terms and Conditions Bysubmitting this application I acknowledge receipt of and agree to the terms ofFoley Hoags Privacy Statement. I certify that answers given herein are true and complete to the best of my the event of employment I understand that false or misleading information given in my application constitutes grounds for immediate termination.I hereby authorize Foley Hoag LLP to investigate the information on this application my references work record education and other matters related to my suitability for employment. Furthermore I understand that just as I am free to resign at any time Foley Hoag LLP reserves the right to terminate my employment at any time and for any reason. I understand that no representative of Foley Hoag LLP has the authority to make assurances to the contrary.Foley Hoag LLP uses Greenhouse as a platform for our recruiting and hiring activities. Greenhouse may collect and use personal data that I provide after anonymizing the data to train their AI large language models. By applying to Foley Hoag LLP I consent to Greenhouses use of my data in this manner.

Accessibility Foley Hoag is committed to affording equal access to job opportunities to qualified applicants with disabilities. Individuals with a disability who require accommodation or assistance in the job application process for a posted position may contact . This information will be treated as confidential and used only for the purpose of determining an appropriate accommodation for the interview process.

Foley Hoag LLP is an equal opportunity employer. This means that Foley Hoag LLP considers applicants for employment and makes employment decisions without unlawful regard to sex race color religion citizenship national origin ancestry sexual orientation gender identity age marital or domestic partner/civil union status military service or veteran statusdisability and any other characteristic covered by applicable federal state or local nondiscrimination laws.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

We do not pay search firm or agency fees when speculative and unsolicited candidate profiles are submitted. Please be advised that at this time we are not considering new agreements with search firms/agencies not currently on our preferred supplier list for Business Services Professionals recruitment.