Vendor Management & Expense Operations Manager @ $15bn+ Alternative Investment Manager in Greenwich, CT

Role Overview

The Vendor Management & Expense Operations Manager is responsible for the end-to-end governance of the firm's vendor ecosystem, accounts payable operations, employee expense management, and reimbursable expense processes. This role ensures operational efficiency, strong internal controls, regulatory compliance, and high-quality management reporting while driving automation and continuous process improvement across all expense-related functions.

Accounts Payable Operations

Objective: Deliver an efficient, well-controlled, and scalable accounts payable function through the effective administration of the StavPay platform.

Key Responsibilities

• Oversee the end-to-end accounts payable process utilizing the StavPay platform on a bi-weekly payment cycle. 
• Administer the StavPay workflow, including invoice receipt, coding, approval routing, payment processing, and document retention. 
• Ensure all invoices are accurately reviewed, approved, and processed in accordance with company policies and delegated authority. 
• Maintain complete audit trails and supporting documentation within StavPay. 
• Manage payment prioritization while optimizing working capital and maintaining strong vendor relationships. 
• Implement and enhance straight-through processing (STP), automated approval workflows, and system integrations to reduce manual intervention. 
• Monitor invoice aging, payment timeliness, exception reporting, and outstanding liabilities. 
• Partner with Finance and IT to optimize StavPay functionality, user experience, and system integrations. 
• Lead continuous improvement initiatives focused on automation, process efficiency, and internal controls. 

Key Performance Indicators

• Invoice processing turnaround time 
• Percentage of invoices processed through automated workflows 
• On-time payment rate 
• Invoice exception rate 
• Duplicate payment rate 
• Days Payable Outstanding (DPO) 
• StavPay workflow completion and approval cycle times 

Travel & Entertainment (T&E)

Objective: Administer an efficient, policy-compliant employee expense reimbursement program utilizing SAP Concur.

Key Responsibilities

• Administer the firm's Travel & Entertainment program through SAP Concur. 
• Manage employee expense report submission, approval workflows, reimbursement processing, and policy compliance within Concur. 
• Maintain expense policies, approval hierarchies, and system configuration to support efficient processing. 
• Ensure timely reimbursement of employee expenses while maintaining strong internal controls. 
• Monitor outstanding expense reports, aged submissions, and reimbursement timelines. 
• Review policy exceptions and coordinate corrective actions with business managers. 
• Produce reporting and analytics on travel and entertainment spending by employee, department, business unit, portfolio company, and vendor. 
• Identify unusual spending patterns, duplicate submissions, and potential fraud indicators. 
• Coordinate Concur system enhancements, corporate card integrations, and user training. 
• Partner with Finance and Human Resources to continuously improve the employee expense experience while maintaining policy compliance. 

Key Performance Indicators

• Average reimbursement turnaround time 
• Outstanding expense report aging 
• Policy compliance rate 
• Expense exception frequency 
• Concur adoption rate 
• Corporate card reconciliation timeliness 
• T&E spend by department and business unit 

Technology & Systems Ownership

The Vendor Management & Expense Operations Manager serves as the business owner for the firm's expense management technology platforms.

Core Systems

• StavPay – Accounts Payable workflow management, invoice processing, payment approvals, vendor management, and payment execution. 
• SAP Concur – Employee Travel & Entertainment expense management, reimbursements, corporate card administration, and policy compliance. 
• Contract Management System – Vendor contract repository, renewal tracking, and compliance monitoring. 
• Time Tracking Platform – Labor allocation, reimbursable time tracking, and portfolio company cost allocation. 
• ERP / General Ledger – Integration with financial reporting, budgeting, and accounting processes. 

System Responsibilities

• Maintain system configuration, workflows, approval hierarchies, and user access. 
• Coordinate system upgrades, testing, and implementation of new functionality. 
• Develop integrations between StavPay, Concur, the ERP, and other financial systems. 
• Drive automation initiatives that reduce manual processing and strengthen internal controls. 
• Develop management dashboards and reporting utilizing data across all expense management platforms. 
• Partner with Finance, IT, Compliance, and business stakeholders to continuously enhance system capabilities and operational efficiency.

Total Compensation Range: $250-$400k