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Foley Hoag LLP · 9 hours ago

Senior Accounts Payable Administrator

Boston, MA

Full-time

Hybrid

Mid, Senior Level

$70K/yr - $82K/yr

5+ years exp

Foley Hoag LLP is seeking an experienced Senior Accounts Payable Administrator to join their dynamic finance team. This role involves overseeing the end-to-end accounts payable lifecycle, ensuring compliance with firm policies, and serving as a resource for complex payments and vendor maintenance.

FinanceIntellectual PropertyLegalVenture Capital

Responsibilities

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

Qualification

Accounts Payable experienceEmburse proficiencyAderant experienceGeneral accounting principlesSales/use tax complianceCustomer service orientationContinuous improvement mindsetCommunication skillsAttention to detail

Required

5+ years of progressive accounts payable experience

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

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 Hoag's values and to fostering a diverse, equitable, and inclusive workplace