AP & Contracts Manager

Position Title: AP & Contracts Manager
Reports to: Deputy Director of Finance
About Us

The Movement Innovation Collaborative (MIC) is a new time-limited entity that will deepen and expand the capacity, impact, and sustainability of California's grassroots movements for racial justice and social transformation. Through offerings that are additive and synergistic with existing movement efforts, the MIC will support changemakers and organizations in catalyzing innovations in movement strategy, power-building, intergenerational leadership development, and collective long-term sustainability and resilience. Through a network of physical and virtual "centers," the MIC will also contribute a key piece of infrastructure to fuel transformative structural change across California. This network will comprise new and existing centers serving hundreds of organizations and tens of thousands of grassroots leaders across California.
Position Summary

The Accounts Payable and Contracts Manager is responsible for the day-to-day accounts payable and contract administration processes across MIC, helping ensure expenses, invoices, payments, and contracts are processed accurately and efficiently.
What You’ll Be Doing

This role serves as a key point of coordination between Finance, staff, vendors, consultants, and other partners. The AP and Contracts Manager owns the administrative workflow from invoice, contract, or grant-related requests through completion, submitting and monitoring expenses, maintaining strong and organized financial documentation and records, and helps make Finance processes clear and accessible for staff.

While the primary focus of the position is payment management, the AP & Contracts Manager will provide some support to grant administration processes, support audit preparation, and assist the Deputy Director of Finance.

This role is ideal for someone who enjoys working with systems, tracking financial workflows, and helping organizational processes run smoothly. They bring a strong service orientation to Finance and understand that effective financial administration requires both good controls and good relationships.
Key Responsibilities include:

Accounts Payable & Payment Administration

- Manage the accounts payable process from invoice and reimbursement submission through payment

- Review and enter invoices and payments requests to Bill.com ensuring completeness, appropriate approval, coding, and supporting documentation

- Manage and track all financial transaction approvals and payment status

- Manage vendor setup and maintain vendor records

- Serve as primary point of contact for vendors and staff regarding invoice and payment status

- Maintain organized vendor payment documentation

- Monitor outstanding invoices, reimbursements, payment requests, and other AP items and follow up as needed

- Partner with accounting to resolve payment, coding, or documentation issues

- Support year-end AP activities, including vendor documentation and 1099 preparation

Contract Administration

- Manage the administrative lifecycle of contracts and agreements from intake through execution and closeout.

- Coordinate contract requests and ensure required information and approvals are received before the agreement moves forward

- Prepare and route contracts using approved templates and established processes

- Coordinate signatures and maintain executed agreements and related documentation

- Maintain MIC’s central contract records and tracking systems

- Track key contract information including effective dates, expiration dates, payment terms, contract values, amendments, and renewals.

- Monitor upcoming contract deadlines and proactively communicate with responsible staff

- Support vendor and consultant onboarding by ensuring required agreements and documentation are in place

- Partner with appropriate staff or external counsel when agreements require legal review, negotiation, or interpretation.

- Help ensure pa