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 Hoag’s values and to fostering a diverse, equitable, and inclusive workplace.
Compensation range is $69,700 to $82,000 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 firm's reasonable estimate of the range of possible compensation at the time of posting.
Search firm submissions are not requested nor considered for this position.
About Foley Hoag
Founded in 1943, Foley Hoag has grown into an award-winning, international law firm that focuses on innovative industries and high-stakes litigation. From our offices in Boston, Washington DC, New York, Denver, and Paris, more than 350 lawyers and 260 professionals in business services exhibit authentic collegiality, genuine respect for each other, and the drive to deliver exceptional client service.
Since our founding, Foley Hoag has been a leader and catalyst for change in the legal industry and beyond. We value the diversity of perspectives and experiences that enrich our work and our world and seek to hire the best lawyers and business services professionals, regardless of religions, race, gender, or any other factor. We strive every day to ensure everyone at Foley Hoag feels valued through career development, affinity groups, mentorship programs, culture and community-building events and more. We offer a competitive compensation and benefits package, and a connected, challenging, professional, and fun place for you to thrive in the next chapter of your career.
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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 status, disability, and any other characteristic covered by applicable federal, state or local nondiscrimination laws.
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