Accounting Supervisor - Accounts Payable

Job Summary

We are looking for an Accounts Payable Supervisor who will oversee the daily operations of the Accounts Payable (AP) team. The role is responsible for ensuring that supplier invoices are accurately processed and paid on time, vendor accounts are properly maintained, and all AP transactions are complete and accurate.

The successful candidate will lead the AP team, monitor payment schedules, resolve invoice and vendor concerns, coordinate with internal departments, and ensure compliance with company policies and financial controls.

Key Responsibilities

Team Supervision

• Supervise and manage the daily activities of the Accounts Payable team.
• Assign tasks and monitor the team's daily workload and performance.
• Train, coach, and evaluate AP staff.
• Monitor team productivity and ensure deadlines are met.

Invoice Processing

• Review and monitor supplier invoices for accuracy and completeness.
• Ensure invoices are properly approved before processing.
• Verify invoices against purchase orders, contracts, receiving documents, or other supporting documents.
• Ensure invoices are recorded accurately and on time.
• Monitor pending and unprocessed invoices.

Payments and Vendor Management

• Monitor payment schedules and ensure suppliers are paid accurately and on time.
• Prepare and review payment requests and payment runs.
• Monitor vendor accounts and resolve payment-related concerns.
• Handle escalated vendor inquiries and invoice disputes.
• Ensure proper documentation is maintained for all payments.

Account Reconciliation

• Reconcile vendor statements with company records.
• Investigate and resolve discrepancies in supplier accounts.
• Review outstanding invoices, credit memos, debit memos, and adjustments.
• Monitor and clear long-outstanding balances.
• Ensure AP records are accurate and up to date.

Reporting and Month-End Closing

• Prepare AP reports, outstanding invoice reports, payment reports, and vendor aging reports.
• Monitor accounts payable aging and upcoming payment obligations.
• Assist with month-end and year-end closing activities.
• Ensure all AP transactions are recorded within the appropriate accounting period.
• Provide information and reports required by Finance and Management.

Coordination and Compliance

• Coordinate with Procurement, Finance, Accounting, Operations, and other departments regarding invoice and payment concerns.
• Work with suppliers to resolve billing, invoice, and payment issues.
• Ensure compliance with company policies, procedures, and internal controls.
• Ensure proper documentation and approval processes are followed.
• Support internal and external audits by providing required AP records and documents.

Process Improvement

• Review AP processes and identify opportunities to improve efficiency and accuracy.
• Help improve invoice processing, payment approval, vendor management, and reconciliation procedures.
• Support the implementation and improvement of AP systems and automation.
• Recommend ways to reduce processing delays and prevent duplicate or incorrect payments.

Key Performance Indicators (KPIs)

The Accounts Payable Supervisor will monitor and be evaluated based on:

• Invoice Processing Accuracy
• On-Time Payment Rate
• Invoice Processing Time
• AP Aging / Outstanding Payables
• Vendor Dispute Resolution Time
• Reconciliation Accuracy
• Duplicate Payment Prevention
• Payment Accuracy
• Team Productivity
• Timeliness of AP Reports and Month-End Closing

Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• At least 3–5 years of experience in Accounts Payable, Accounting, or Finance, preferably with supervisory experience.
• Strong understanding of invoice processing, vendor reconciliation, and payment procedures.
• Experience with AP aging, account reconciliation, and month-end closing.
• Good analytical and problem-solving skills.
• Strong communication and vendor management skills.
• Ability to supervise, train, and motivate a team.
• Proficient in Microsoft Excel and accounting/ERP systems.
• Highly organized, detail-oriented, and able to manage multiple deadlines.

Key Skills

• Accounts Payable Management
• Invoice Processing
• Vendor Management
• Payment Processing
• Account Reconciliation
• AP Aging Analysis
• Financial Reporting
• Team Leadership
• Problem Solving
• Process Improvement
• Microsoft Excel
• Accounting/ERP Systems