The posting
Multi-site Dermatology Group Seeks Accounts Payable and Procurement Manager
Optima Dermatology is recruiting an Accounts Payable Supervisor to join our Practice Support Center, based in Portsmouth, NH.
Location: 111 New Hampshire Ave. Portsmouth, NH 03801
Schedule: Full-Time - Hybrid - Monday - Friday
About Us: Optima Dermatology is a rapidly growing, multi-site dermatology group dedicated to revolutionizing skin care. Our mission-driven team is committed to providing exceptional patient care while building the most defensible healthcare services platform in the country. We pride ourselves on a collaborative, engaging, and high-performing culture where your work truly makes a difference.
Position Summary: We are seeking a detail-oriented and strategic Accounts Payable Supervisor to join our Practice Support Center in Portsmouth, NH. Reporting to the Financial Controller, this key role will lead the centralized accounts payable function across all sites. The ideal candidate is a hands-on leader and exceptional communicator who thrives in a fast-paced environment, can juggle multiple priorities and deadlines at once, and brings a strong understanding of internal controls, vendor management, and process optimization. You will be responsible for ensuring accurate and timely payments, maintaining compliance with company policies, and streamlining payables processes to support both clinical and administrative teams. This role will also serve as the primary point of contact for vendors on invoicing and payment matters, while optimizing payment timing and cash management across the organization. This position plays a vital role in ensuring operational efficiency, financial integrity, and strong vendor relationships through well-managed payables processes.
Key Responsibilities
Accounts Payable
- Oversee full-cycle accounts payable for all 28 plus locations
- Ensure accuracy and timeliness of invoice processing, approvals, and payments
- Reconcile vendor statements and resolve discrepancies promptly
- Maintain and enforce internal controls related to AP procedures
- Manage monthly AP close and assist with accruals and financial reporting
- Collaborate with the finance team to ensure budget compliance and audit readiness
Vendor Management & Payments
- Manage vendor onboarding, W-9 collection, and maintenance of the vendor master file
- Oversee payment runs (ACH, check, wire, and virtual card) and optimize payment timing to capture early-payment discounts
- Manage annual 1099 reporting and ensure compliance with tax and regulatory requirements
- Standardize invoice submission and approval workflows across locations
- Serve as the primary point of contact for vendor inquiries and payment issues
Process Automation & Optimization
- Identify manual, repetitive AP tasks and lead automation initiatives such as OCR invoice capture, automated approval routing, and electronic payments
- Map, document, and continuously improve end-to-end AP workflows to reduce cycle times and processing costs
- Partner with IT and finance systems teams to optimize Sage Intacct and related AP tools and integrations
- Track process and AP staff productivity metrics (e.g., invoices processed per FTE, cost per invoice, invoice cycle time, exception and error rates, days to pay) and drive improvements based on results
- Develop and maintain standard operating procedures and train staff on new processes and tools
Leadership & Strategy
- Supervise and mentor AP staff, set clear productivity and accuracy goals, and monitor individual and team performance against those goals
- Communicate clearly and proactively with clinic managers, department managers, operations, finance, and vendors, providing timely updates on payment status, policy changes, and process improvements
- Work effectively under pressure in a fast-paced environment, balancing multiple concurrent priorities, including payment runs, month-end close, vendor issues, and improvement projects, while meeting all deadlines
- Evaluate and implement software/tools to enhance AP efficiency and automation
- Establish KPIs and reporting dashboards for continuous process improvement
Qualifications
- Bachelor’s degree in Accounting, Finance, Business Administration, or related field
- 5+ years of experience in accounts payable, including at least 2 years in a supervisory role, preferably in healthcare or multi-location operations
- Strong knowledge of accounting principles and AP best practices
- Proficiency with ERP/accounting systems such as Sage Intacct, Microsoft Dynamics GP, SAP, or NetSuite
- Exceptional written and verbal communication skills, with the ability to explain AP policies and resolve issues with internal teams and vendors at all levels
- Strong organizational and multitasking skills, with the ability to manage competing priorities and tight deadlines across multiple locations without sacrificing accuracy
- Proven ability to stay calm, focused, and accurate under pressure in a fast-paced, high-volume environment
- Ability to work independently and as part of a remote or distributed team
Preferred Skills
- Familiarity with healthcare or dermatology vendors and billing practices
- Process improvement or Lean/Six Sigma training
- Experience implementing digital AP or invoice automation systems
Compensation & Benefits:
- Competitive salary and performance-based incentives
- Comprehensive benefits package including health, dental, vision, disability, and life insurance
- 401(k) with company match
- PTO and paid holidays
- A collaborative, mission-driven environment supporting work/life balance
Explore More Opportunities Interested in exploring other opportunities with Optima Dermatology? Visit our careers page to view all of our current openings and find the right opportunity for you. Medical and Cosmetic Dermatology Jobs | Optima Dermatology
