Circuit of the Americas
  • Finance
  • TX, USA
  • Salary
  • Full Time

Medical/Dental/Vision after 30 days, 401(k) after 1 year

Circuit of The Americas (COTA) is a 365-entertainment destination for world-class events located in Austin, TX. The sports and entertainment portfolio at COTA is unmatched in the country with Formula 1 US Grand Prix, NASCAR and MotoGP attracting global fans during championship races on the famed Circuit and LiveNation producing over 30 headline concerts every year at the Germania Insurance Amphitheater.

The Accounts Payable Manager / Procure to Pay Manager role ensures that the Procure to Pay team meets processing targets, rigorous quality standards and comply with policies and procedures, generally accepted accounting principles and regulatory requirements. This position reports to the Assistant Controller

Essential Functions:

  • Implement and manage procure to pay policies and procedures throughout the company - working with managers and finance staff to ensure COTA objectives are achieved within the procure to pay process.
  • Assist in defining and implementing procedures for vendor management, invoice processing, purchase requisitions and purchase orders. Document procedures for training both accounting and non-accounting staff.
  • Implement OCR data capture and automated online approval workflow within NetSuite to streamline workflows
  • Track vendor Certificate of Insurance (COI) expiration dates and request updated COIs as needed
  • Anticipate and manage staff levels to meet base-line and seasonal requirements of the business.
  • Provide supervision to team members
  • Coordinate with in-house legal department to draft and review independent contractor agreements and supporting vendor documentation via DocuSign
  • Set-up independent contractors and new vendors in NetSuite following receipt and review of all required set-up documentation (tax documents, contracts, payment terms, etc.).
  • Review purchase order request forms for proper approval, GL account coding, cost center and project coding. Ensure purchase orders are issued timely.
  • Secure approvals and GL coding for multiple entities, various cost centers, and project codes for timely and accurate Accounts Payable processing. Assist with invoice data entry as needed.
  • Review invoices to ensure that sales and use tax requirements are met.
  • Ensure corporate credit card statements are reconciled, coded, approved, and entered into AP system
  • Complete and maintain vendor reconciliations to see that all invoices are processed timely.
  • Oversee generation of weekly check runs, ACH payments, wire transfer payments.
  • Complete month-end/year-end close responsibilities including
    • Review of PO status at month-end - open, closed, etc.
    • Review and estimate month-end AP accrual
    • Review concert and event activity to see that all direct expenses have been recorded
    • Complete balance sheet account reconciliations as assigned
  • Responsible for generating vendor 1099 forms at year-end
  • Perform other duties and projects as assigned by the Controller or Assistant Controller to support the business

Knowledge, Skills and Abilities:

  • Experience managing an AP Team in a high volume, fast paced environment with tight deadlines
  • Understanding of generally accepted accounting principles, workflow analysis, internal accounting controls and the procure to pay process
  • Detail-oriented, self-motivated individual with a strong work ethic
  • Ability to prioritize and meet deadlines
  • Excellent organization, time management and written and verbal communication skills

Required Qualifications:

  • Bachelor's degree in accounting or finance
  • 5+ years of experience working in accounting with a minimum 3 years of management/supervisory experience in accounts payable or procurement
  • Must be technically proficient in accounting and computer systems
  • Intermediate or above level of proficiency in MS Office Suite (especially MS Excel) required
  • 3+ years of experience with a complex ERP system, NetSuite preferred
  • DocuSign experience helpful, but not required
  • Demonstrated knowledge and thorough understanding of GAAP accounting

Physical Demands:

  • Ability to stand, sit, use of hands to handle, or feel, reach with hands and arms
  • Ability to lift and/or move up to 25 pounds
  • Specific vision abilities required by this job include close vision and distance vision

Work Environment:

  • The noise level in the work environment is usually moderate


COTA strongly supports equal employment opportunity for all applicants regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, sexual orientation, genetic information, or any other characteristic protected by state or federal law.

Circuit of the Americas
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