AP SUPERVISOR JOB DESCRIPTION

Vendor invoices pile up. Payment cycles slip. Month-end closes turn chaotic. When no one owns the full-cycle accounts payable process end-to-end, Finance teams scramble and vendor relationships erode. The AP Supervisor steps into that gap, taking operational responsibility for invoice processing, disbursement controls, and the team of specialists executing daily transactions. Sitting within the broader Finance or Accounting function and answering to a Controller or Finance Manager, this role enforces the internal controls and 1099 compliance requirements that auditors test and regulators expect.

As the AP Supervisor, you will direct the daily operations of the accounts payable function, ensuring invoices, payments, and employee expense reimbursements are processed accurately and on schedule in compliance with corporate policy and SOX-related disbursement controls. You will lead a team of AP specialists or coordinators while partnering with Tax, Treasury, and Accounting leadership to support month-end close, audit readiness, and continuous process improvement.

Career Impact: Owning the full AP cycle at the supervisory level, including 1099 compliance, escheatment filings, and month-end close, builds the kind of operational depth that Accounting Managers and Controllers look for when promoting from within.

Business Impact: The AP team you lead directly determines whether vendor payment terms are honored, cash outflow is accurately forecast, and month-end GL balances are clean enough to support audited financial statements.

Growth Opportunity: Exposure to SOX-404 controls, ERP administration, and cross-functional audit support positions you for senior roles such as AP Manager or Accounting Operations Manager, where process ownership expands to multi-entity or shared services scope.

• Oversee full-cycle accounts payable operations, including invoice intake, coding review, approval workflow, and disbursement for checks, ACH, and wire payments.
• Supervise AP staff by assigning workloads, monitoring productivity, and providing coaching and performance feedback to maintain team accuracy and throughput.
• Manage month-end AP close by preparing accrual entries, completing GL account reconciliations, and ensuring all unprocessed invoices are captured before reporting deadlines.
• Enforce internal controls over invoice processing and payment disbursements, ensuring compliance with company policies and SOX-404 disbursement requirements.
• Direct the annual 1099 filing process, including year-end vendor data review, IRS reporting, and coordination of escheatment procedures with Tax and Treasury.
• Resolve escalated vendor discrepancies, disputed invoices, and payment exceptions by investigating root cause and coordinating with internal teams.
• Drive process improvement initiatives, including automation of approval workflows and ACH payment conversion, to reduce manual processing and cycle time.
• Support internal and external audit requests by compiling documentation, preparing supporting schedules, and responding to auditor inquiries.

• Bachelor's degree in Accounting, Finance, or Business Administration, or equivalent work experience.
• 5 or more years of accounts payable experience, with at least 3 years in a supervisory or lead capacity overseeing a team of AP staff.
• Demonstrated knowledge of full-cycle AP operations, including invoice processing, payment disbursements, accruals, GL coding, and vendor master maintenance.
• Working knowledge of internal controls, SOX compliance requirements, and audit support procedures in a corporate AP environment.
• Proven ability to manage 1099 reporting, escheatment filings, and tax documentation requirements for vendor payments.
• Strong analytical and problem-solving skills, with the ability to investigate discrepancies, identify root cause, and implement corrective actions.
• Proficiency in spreadsheet applications, including pivot tables and lookup functions, for data analysis and reporting.
• Effective written and verbal communication skills, with the ability to coordinate across Finance, Tax, Treasury, and external vendors.

• CPA designation or active progress toward certification, indicating depth in accounting standards and financial controls.
• Experience in a multi-entity or shared services environment, including integrating newly acquired entities into existing AP processes.
• Familiarity with automated AP workflow platforms and electronic payment programs, including corporate card administration.
• Exposure to ERP system administration tasks such as vendor master setup, module configuration, or system testing during upgrades.

• Invoice processing cycle time, measured in days from receipt to posting against the agreed SLA.
• Payment on-time rate as a percentage of total disbursements made within vendor terms each period.
• Month-end close completion date, tracking whether AP accruals and reconciliations are submitted by the internal deadline.
• 1099 filing accuracy rate, measured as the percentage of forms issued without correction or B-Notice follow-up.
• Audit findings count per review cycle, reflecting the team's adherence to internal control procedures and documentation standards.
• Typical tools: ERP financial systems (commonly SAP, Oracle Fusion, or NetSuite); expense management platforms (commonly Concur).

• Base Salary Range: $70,000 to $95,000 per year, depending on experience and location
• Bonus: Annual discretionary bonus of 5% to 10% of base salary
• Equity: Not typical at this level; may apply in early-stage or pre-IPO companies
• Health Benefits: Medical, dental, and vision coverage; employer contributes to premiums
• PTO: 15 to 20 days annually, plus standard federal holidays
• Common Perks: Hybrid work schedule, professional development reimbursement, 401(k) with employer match

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background check completion is required as a condition of employment for all positions. Reasonable accommodations for qualified individuals with disabilities are available throughout the application and employment process upon request. All applicants are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Candidates must be authorized to work in the United States; sponsorship is not available for this position.

The AP Supervisor owns the corporate centralized full-cycle Accounts Payable process, overseeing ERP master records, multi-location reporting, and vendor relationship management across separate legal entities. Reporting to the CFO and Controller, the role delivers financial accuracy and operational continuity by ensuring accounts are never placed on hold and inventory adjustments are posted with integrity.

Key Responsibilities

• Oversee the corporate centralized full-cycle Accounts Payable process.
• Work with HUB accounting resources and GMs to de-centralize Accounts Payable process over time.
• Prepare both routine and non-routine general journal entries.
• Obtain results of physical inventory counts and ensure the posting of inventory adjustments.
• Assist in preparation of monthly internal financial reporting package.
• Analyze and report on monthly balance sheet and income statement fluctuations.
• Maintain ERP master records, such as customers, vendors, fixed assets, and inventory items.
• Coordinate employee expense reimbursement program.
• Manage inventory PO issuance and receipt process.
• Manage multi-location reporting and processing.
• Manage vendors to ensure individual accounts for HUB locations, which are separate legal entities, have their own accounts with credit backed by corporate entity.
• Manage overall major vendor direct relationships to ensure accounts are never placed on hold.
• Perform other duties as assigned by CFO and/or Controller.

Required Qualifications

• Bachelor's degree in Accounting preferred but not required with applicable experience.
• 5-7 years of relevant experience, preferably in a fast-paced start-up environment.
• Strong understanding of General Ledger systems and Accounts Payable processing, including multi-location AP experience.
• Experience with ERP systems such as Microsoft Dynamics, NAV, or Business Central is a plus.
• Experience with DocuWare enterprise content management is preferred.
• Proficient in Microsoft Office Suite.
• Strong organizational, analytical, and recording skills.
• High degree of ownership and responsibility.
• Dynamic personality with ability to navigate complex vendor relationships.

Embedded within the P2P and accounting function of a government contracting organization, the AP Supervisor leads AP staff through full-cycle operations, mentoring the team while managing 1099 reporting, escheatment, and audit preparation under Deltek CostPoint. Working closely with Tax, Treasury, and the P2P Manager, this role builds a collaborative environment that sustains operational metrics, upholds deep internal controls knowledge, including FAR and CAS, and shapes process improvement outcomes across a high-volume transaction environment.

Core Functions

• Perform reviews and controls over transactions and ensure the team creates and maintains required accounting records, including appropriate supporting documentation.
• Manage AP and expenses closing and reporting requirements, including 1099 reporting and escheatment, in conjunction with Tax and Treasury teams.
• Support all audit tasks under the lead of the P2P Manager, preparing required items, investigating findings, and proposing recommendations as applicable.
• Assist with producing weekly and monthly operational metrics and analytics, and ensure all issues are addressed on a timely basis.
• Mentor and develop AP staff, fostering a collaborative environment.
• Assist with change implementation while maintaining organizational cohesiveness and meeting near-term operational goals.

Qualifications & Experience

• Bachelor's degree in Accounting or Finance.
• CPA and/or MBA preferred.
• 8 years of experience in a medium to large government contracting AP and/or accounting environment, including leading a function with annual transaction volumes in excess of 100,000 per year.
• Experience with Deltek CostPoint Accounts Payable module.
• Superior understanding of team operations and process controls in an AP environment, including deep knowledge of internal controls relating to AP and employee expenses.
• Working knowledge of FAR and CAS relevant to AP.
• Experience with project management and process improvement implementations.
• Strong business acumen with the ability to think analytically and distill root cause.
• Ownership mindset demonstrated through initiative, accountability, continuous improvement, and collaborative problem-solving.

Reporting to senior Finance leadership, the AP Supervisor manages a team of 10 employees through the full AP transaction cycle, from supplier payments to audit compliance and SLA-governed delivery. Partnering with regional and global business partners, this role shapes best-practice implementation and drives productivity gains that strengthen process adherence and financial reporting accuracy across the organization.

Primary Duties

• Process Accounts Payable transactions, such as supplier payments and employee reimbursements, and ensure accurate and timely reporting.
• Fully manage human resource planning, administration, selection, development, and periodic performance review of team members for a team of 10 employees.
• Act as Subject Matter Expert for the AP process.
• Ensure Key Performance Indicators are met with pre-defined objectives and define tasks to ensure delivery of services to assigned business partners in accordance with Service Level Agreements.
• Act as point of contact for AP process and people-related escalations.
• Ensure compliance with internal guidelines and procedures, developing and maintaining systems, procedures, and policies, including AP functions, to ensure adherence to company guidelines.
• Support external and internal audits and lead internal controls over financial reporting compliance and reporting for AP testing.
• Identify, recommend, and assist in implementation of best practices to gain efficiency and drive productivity gains across the region and globally.

Skills & Qualifications

• Bachelor's degree or above, preferably in Accounting, Finance, or Business Administration.
• Minimum 6 years of experience in a Finance function, with at least 4 years in an Accounts Payable-relevant role.
• Project management experience is a plus.
• Proactive approach to analyzing and solving problems.
• Outstanding work ethic and a strong team player spirit.
• Ability to work under pressure with a positive, can-do attitude.
• Fluency in both written and spoken English and Mandarin.

Sitting at the intersection of vendor management and financial controls, the AP Supervisor ensures invoice coding accuracy, timely payment processing, and month-end accrual integrity within Oracle and related systems. Operating across internal teams, vendor relationships, and the AP mailbox, this role leads AP Specialists while enforcing Zipcar Procurement Policy compliance, delivering accurate financial data that supports reliable reporting and effective internal controls.

Duties

• Ensure guidelines for proper handling and coding of invoices are followed in Oracle and other systems.
• Verify payments prior to check, ACH, or wire processing.
• Ensure proper month-end accruals are recorded based on approved purchase orders.
• Manage monthly close invoicing reporting and accrual variances commentaries.
• Ensure proper documentation and validation has been collected from all vendors.
• Resolve vendor invoicing issues with vendors, Oracle, and internal teams.
• Manage Accounts Payable Specialists.
• Organize invoices and monitor the AP mailbox.
• Communicate with vendors and appropriate teams on invoice issues and discrepancies.
• Follow the Zipcar Procurement Policy and monitor the AP approval workflow processes in Oracle to ensure effective internal controls.
• Ensure vendor invoices are paid in a timely and accurate manner while adhering to departmental procedures.
• Organize documentation and maintain records in accordance with company policies and procedures.

Requirements

• Bachelor's degree preferred.
• Minimum 3-4 years of people management experience.
• Experience with Oracle Financial Suite and financial planning interface.
• Auto and supply chain industry background is a plus.
• Intermediate to expert Excel skills, with proficiency in Microsoft Office applications.
• Strong ability to query, analyze, and summarize data efficiently and accurately.
• Excellent analytical ability, attention to detail, critical thinking, and communication skills.
• Ability to work both independently and in a team setting.

A key member of the Accounting team, the AP Supervisor leads a small group of AP specialists through daily invoice review, month-end close, and vendor compliance management within the Sage 300 AP module. Collaborating across vendor relationships and internal functions, this role builds accurate and timely AP operations that support construction accounting and job costing objectives.

Functions

• Supervise a small team of AP specialists.
• Perform daily review of AP vendor bills for accuracy in coding and processing.
• Perform daily review of check requests for coding accuracy and correct approvals.
• Manage vendor communications and issues.
• Manage AP email groups to ensure all issues have been addressed.
• Oversee vendor compliance setup in the Sage 300 AP module.
• Oversee the processing of vendor lien waivers.
• Manage the month-end AP close process, including preparation of accrual entries.
• Assist in sales and use tax preparations and filings.
• Review weekly check runs and other off-cycle payments to vendors.

Experience & Qualifications

• Bachelor's degree in Accounting or relevant experience.
• Minimum 5 years in Accounting, with at least 3 years of supervisory experience.
• Specific experience in accounts payable preferred.
• Construction accounting and job costing experience also preferred.
• Experience with Sage 300 is helpful.
• Proficient in Microsoft products, particularly Excel.

Accurate month-end financial recognition and timely vendor payment across a large organization depend on the AP Supervisor, who coordinates daily AP personnel activities, reconciles GL accounts, and ensures invoice documentation meets internal control standards, including PO matching and currency compliance. Based within the Finance team at Swatch Group U.S. and reporting key audit participation, this role delivers reliable accrual reporting that supports quarter-end and year-end close integrity.

Accountabilities

• Perform month-end general ledger account reconciliations and reviews to ensure accurate monthly recognition and reporting of accruals and associated expenses.
• Coordinate the daily activities of accounts payable personnel to ensure transactions are processed timely and accurately and that payments are made in accordance with company policies.
• Verify vendor and invoice documentation to ensure accuracy and compliance with internal controls, including proper authorization, GL coding, amounts and currencies, PO matching, and payment instructions.
• Monitor vendor statements and accounts payable reports to ensure invoices are paid timely.
• Complete month-end AP trade account reconciliations, prepare accruals for unprocessed invoices, and ensure accuracy and timeliness of GL accounts related to accounts payable.
• Participate in annual preliminary and final audits by outside independent auditors.
• Provide customer service and problem resolution to internal and external customers, coordinate with other departments, and drive issues to timely resolution.
• Manage and drive ad-hoc projects as needed or assigned.

Education & Experience

• Bachelor's degree in Accounting required.
• Minimum 5 years of accounts payable management experience in a large organization, including supervising and developing a team of three or more individuals.
• Knowledge of AP processes and related accounting principles, including GL reconciliations, accruals, payment processing, positive pay, 1099 reporting, and escheatment processing.
• Proficiency with SAP financial system required.
• Proficiency in all Microsoft Office applications, with advanced Excel skills, including pivot tables and VLOOKUP.
• Excellent verbal and written communication skills with strong interpersonal skills.
• Strong time management skills with the ability to work both effectively and efficiently.

As the AP Supervisor, this role ensures accurate and timely processing of invoices and employee expense reports, supporting BankTEL Ascend AP and Prepaid module implementation while supervising AP staff through vendor setup, disbursements, and 1099 issuance. The accounting team relies on this work to maintain compliant vendor files, prepaid schedules, and performance reporting that meet the standards of a regulated financial institution.

Activities

• Assist with implementation of BankTEL Ascend Accounts Payable and Prepaid modules.
• Supervise accounts payable staff to ensure successful execution of vendor setup, invoice workflow approval, disbursements, accruals for unpaid invoices, issuance of vendor 1099s, and other AP matters.
• Maintain accounts payable and prepaid systems, vendor files, and records per retention policy.
• Analyze performance, expense trends, and similar matters by providing regular reports to management.
• Work with management to set up and maintain prepaid schedules.
• Assist management in staffing decisions, training, and evaluating employees to enhance performance and development.
• Ensure Concur employee expense reports are processed timely and accurately.

Technical Qualifications

• High school diploma or GED required, with Bachelor's degree in Business or related field preferred.
• 5+ years of accounts payable experience, including prior supervisory experience.
• Financial institution experience strongly preferred.
• Knowledge of General Ledger.
• Experience in MS Office applications, with advanced Excel skills preferred, including pivot tables and basic formulas.
• Experience using Concur expense reporting and BankTEL Ascend AP and Prepaid systems.
• Strong verbal and written communication skills.

AP Supervisor leads all internal and external work processes of the Accounts Payable department, reviewing supplier invoices for supporting documentation accuracy, managing accrual consolidation, and providing staff training within a multi-currency retail environment. The work directly supports month-end closing deadlines, GL accuracy, and the Finance Manager's project workload, ensuring the department operates with the precision and urgency required of a high-volume retail operation.

Operational Focus

• Review supplier invoices processed by the department for accuracy of supporting documentation, required approvals, and appropriate expense allocation to the general ledger.
• Allocate expenses to accounts and cost centers by analyzing and recording entries.
• Analyze supplier statements, follow up on missing invoices, and assist employees in resolving work-related issues.
• Provide support and training to department employees and assist the Manager with additional project tasks.
• Participate in the month-end closing process to ensure the department meets deadlines.
• Review and consolidate department accruals for accuracy and submission of journal entries.

Position Requirements

• DEC in accounting, finance, or related field preferred.
• 10+ years of Accounts Payable experience, preferably in the retail industry.
• Experience leading a team of 3+ employees with the ability to support, train, and coach colleagues.
• Experience working in a multi-currency environment.
• Strong knowledge of direct and indirect tax implications of various transaction types.
• High aptitude with computer systems, with MS Dynamics Great Plains as an asset, and intermediate Microsoft Excel skills essential.
• Strong decision-making ability, sense of urgency, and collaborative mindset with a proactive and results-driven approach.

The AP Supervisor oversees the full accounts payable sub-ledger verification process within a hotel environment, reviewing payment checks, vendor invoices, and Cash Book bookings for accuracy while ensuring alignment between the AP Sub Ledger and General Ledger. Reporting to the Director of Finance, the role advances financial controls and monthly statement reporting that protect the organization from late payments and procedural lapses.

Key Deliverables

• Make the necessary arrangements for the issuance of checks or online transfers when payment is requested urgently.
• Verify that journal entries in the Payable Vouchers are properly made.
• Verify that payment checks prepared by the Accounts Payable Clerk follow hotel procedures and are attached with required supporting documentation.
• Verify that supporting evidence, such as invoices, are stamped as PAID when submitting payment checks for signature.
• Verify that all payment details prepared by the Accounts Payable Clerk are accurate.
• Verify invoices received from vendors and make inquiries regarding payment.
• Review all bookings made in the Accounts Payable Sub Ledger and verify there are no delays or late payments.
• Verify that bookings in the Cash Book are accurate and that Accounts Payable Sub Ledger and General Ledger balances agree.
• Review the Schedule of Accounts Payable and submit a report to the Director of Finance and Assistant Director of Finance.
• Monitor the issuance of checks and safeguard all unused checks.
• Assist in the preparation of monthly financial statements.
• Ensure duties are performed according to hotel procedures and report any problems to the supervisor.

Knowledge, Skills & Abilities

• Diploma in Accounting or related field.
• Minimum 3 years of managerial experience in accounting or an equivalent position.
• Knowledge of Sun Accounting and OPERA PMS systems preferred.
• Excellent interpersonal, communication, and leadership skills.
• Good negotiation skills.
• Strong problem-solving and analytical skills.
• Solid leadership, training, and motivational skills.

Embedded within the Accounting function, the AP Supervisor manages the day-to-day Accounts Payable operation, processing invoices with precision in account coding, project coding, and department allocation while preparing weekly check runs and completing annual 1099 filings. Working closely with key stakeholders across functions, this role produces the process improvements, audit support, and vendor inquiry resolutions that sustain financial integrity and operational efficiency in a high-volume environment.

Areas of Ownership

• Provide day-to-day management of the Accounts Payable function, including identification and implementation of process improvements and upholding quality standards.
• Process all invoices on time, ensuring accuracy in account coding, project coding, department allocation, and posting dates.
• Prepare the weekly check run, including reviewing open invoice reports and compiling all supporting documentation.
• Research and resolve invoice discrepancies, payment issues, and vendor inquiries.
• Manage the Accounts Payable inbox and keep all files organized and up to date.
• Develop and promote strong working relationships with key stakeholders across functions.
• Complete annual 1099 filings timely and accurately.
• Review and audit employee expense reports in Concur.
• Assist with financial statement audits by compiling support for audit selections and other audit-related activities.

Professional Experience

• Bachelor's degree in Accounting, Finance, or equivalent work experience.
• 5+ years of accounts payable and/or accounting experience.
• Experience with NetSuite or a similar ERP system.
• Proficient in Excel.
• Strong work ethic, sound judgment.
• Ability to work independently in a high-volume, fast-paced environment.
• Strong ability to prioritize and organize work effectively.
• Ability to collaborate and communicate effectively with outstanding interpersonal skills.

Reporting to operational and general accounting leadership, the AP Supervisor manages the full accounts payable cycle from invoice receipt through payment while mentoring onsite and remote AP staff and producing standardized reconciliations that measure cash outflow performance. Partnering with program and operations teams, this role refines expense billing on cost reimbursement contracts to sustain the financial health of a not-for-profit organization.

Role Responsibilities

• Manage the accounts payable cycle from invoice receipt through payment.
• Assist with the travel and reimbursement program, inclusive of credit cards and expense reimbursement.
• Mentor and supervise accounts payable staff working onsite and remotely.
• Produce standardized periodic reports and reconciliations to measure performance and cash outflow.
• Prepare cash outflow analysis for all disbursements.
• Partner with program and operations teams to optimize billing of expenses in cost reimbursement contracts.

Background & Experience

• Bachelor's degree in Finance, Accounting, or Business Administration, or equivalent experience.
• Minimum 3 years of experience in a supervisory or lead capacity within Accounts Payable.
• Strong experience in full-cycle Accounts Payable, with solid knowledge of GAAP.
• Not-for-profit industry experience desired, with healthcare experience preferred.
• Understanding of expense processing and credit card reimbursement practices.
• Systems implementation experience.
• Intermediate Microsoft Excel skills for data analysis and reporting.
• Strong interpersonal skills.
• Desire for continuous improvement, and the ability to mentor and manage.

Sitting at the intersection of accounts payable oversight and manufacturing finance compliance, the AP Supervisor ensures timely vendor invoice payment, credit card reconciliation, and expense authorization in a research and development and manufacturing environment. Operating across vendor relationships, travel coordination, and audit support under the VP of Finance, this role develops the internal controls discipline and accounting system accuracy that a fast-paced production operation requires to sustain financial reliability.

Job Functions

• Record and reconcile credit card purchases and ensure timely and accurate recording and payment of all vendor invoices.
• Ensure expenses are authorized, reviewed, and recorded in accordance with company policies.
• Enter invoice data into the accounting system and resolve issues with vendors and employees.
• Coordinate with outside travel agents to book employee travel arrangements.
• Assist with clearing purchase commitments.
• Supervise accounts payable clerks and manage AP deadlines, schedules, and time constraints.
• Support the Accounting team with audits, ad hoc analysis, and projects.

Minimum Qualifications

• 5+ years of supervisory experience in accounts payable.
• Experience with Deltek CostPoint or a similar ERP system.
• Strong grasp of US GAAP, with knowledge of FAR cost principles and sales and use tax desirable.
• Highly skilled in Excel or similar applications.
• Strong communication, organization, and management skills.
• High integrity, accuracy, reliability, detail orientation, and a team player approach.
• Ability to meet deadlines in a fast-paced environment.

A key member of the Finance team, the AP Supervisor leads the purchase ledger team through weekly payment runs, invoice processing, and statement reconciliations for a product-led organization. Collaborating across internal departments and suppliers, this role refines supplier term compliance and delivers timely resolution of exceptions and urgent payment requests that support smooth financial operations.

What You'll Do

• Lead the purchase ledger team.
• Ensure supplier terms and rebates are set up correctly on the system and adhered to.
• Process invoices and handle supplier queries.
• Process the weekly payment run and allocate accordingly.
• Perform statement reconciliations and send remittances.
• Work closely with internal departments and suppliers to solve problems.
• Handle exceptions, urgent payment requests, and online banking payments.

Qualifications & Experience

• Proven experience running a Purchase Ledger is essential.
• Supervisory experience is an advantage.
• Experience in a product-led sector, including knowledge of stock and goods received.
• Excellent knowledge of financial systems.
• Good Microsoft Excel knowledge.
• Strong communication, analytical, and problem-solving skills.
• Adaptability to a changing environment.

Timely vendor invoice processing and daily AP team workflow depend on the AP Supervisor, who audits and posts processed invoices, oversees summary bill uploads, trains new and existing staff, and serves as the primary point of contact for issues requiring supervisory intervention. Serving as the team's operational anchor, this role produces accurate payment cycles, performance reviews, and 1099 support that keep the Accounts Payable department running efficiently.

Day-to-Day Responsibilities

• Manage vendor maintenance and setup.
• Assist with yearly 1099s.
• Oversee all summary bill uploads for accuracy and work with IT and purchasing teams on issues.
• Train new staff members and assist with the training of existing staff as needed.
• Audit and post-processed invoices from the AP team.
• Assist in printing and reviewing checks as needed.
• Assist Manager with staffing and any disciplinary matters.
• Serve as a point of contact for daily issues that require supervisory intervention.
• Perform performance reviews for direct reports.

Education & Experience

• High school diploma or equivalent required, with Bachelor's degree in Accounting, Finance, or Business Management a plus.
• Minimum 4-5 years working in an Accounts Payable role, with at least 3 years of supervisory experience.
• Knowledge of MS Dynamics preferred.
• Proficient in Microsoft Outlook, Word, and Excel.
• Experience performing vendor maintenance and issuing 1099s.
• Detail-oriented, with good interpersonal communication and organizational skills.

As the AP Supervisor, this role oversees staff performance in account maintenance, entry recording, and vendor account reconciliation while driving automation of accounts payable through accounting software and integration of newly acquired entities. The Accounting and Finance team relies on this work to sustain audit readiness, advance process improvement initiatives, and ensure policy-compliant AP operations across all entities.

Scope of Work

• Oversee and supervise staff performance related to account maintenance, recording entries, and reconciling of vendor accounts.
• Drive process improvements through automation of accounts payable using accounting software and other programs.
• Manage the handling of accounts payable for separate entities and vendors.
• Analyze workflow processes for compliance with department policies and procedures.
• Develop and update department policies and procedures.
• Assist in the integration of accounts payable for newly acquired entities.
• Assist with the year-end audit process and any special purpose audits.

Skills & Qualifications

• Bachelor's degree in Accounting and Finance required.
• CPA preferred.
• 8+ years of accounts payable experience, with 3-5 years in a supervisory function.
• Experience with Sage Intacct.
• Experience in process improvement activities such as automation of vendor payments, ACH processing, and automated workflow approval.
• Advanced Excel skills with proficiency in Microsoft Office.
• Positive and energetic attitude.

AP Supervisor oversees a shared services AP team through manual invoicing completion, escalation management, and concurrent process improvement projects aimed at streamlining departmental operations. Success in the position means KPIs are implemented and met consistently, analytics are enhanced, and the team maintains accuracy in billing and collections while adapting effectively to change, supporting the broader goals of the Accounting management group.

Work Activities

• Supervise the AP team in a shared services environment.
• Oversee the completion of manual invoicing and manage any escalations.
• Work with the team and Accounting management to ensure accuracy of billing, collections, and accounts payable.
• Lead implementation and process improvement measures for concurrent projects to streamline the department.
• Ensure KPIs are implemented effectively and met consistently.
• Identify areas for streamlining processes and developing enhanced analytics.
• Manage concurrent projects, including goals and timelines, with a positive and mentoring attitude.

Leadership Responsibilities

• 3-5+ years of AP experience, including supervisory experience in a large shared services environment.
• Thorough understanding of AP with major ERP system knowledge.
• Advanced Excel skills.
• Ability to manage multiple concurrent projects successfully.
• Team player who works well in a changing environment.

The AP Supervisor coordinates vendor and supplier record management, invoice workflow approvals, and disbursement oversight, including ACH, wires, and checks, within a SOX-controlled public company environment. Reporting to the accounting team and business partners, this role guides compliance with internal controls, foreign withholding filings, and corporate payment programs such as American Express and Concur to sustain audit-ready financial operations.

Performance Expectations

• Manage vendor and supplier relationships to ensure accurate setup of new records and compliance controls for changes to existing records.
• Manage month-end AP close processes to ensure tasks are completed timely and in accordance with corporate timeframes.
• Manage invoice workflow processes for approvals, timeliness, and accuracy.
• Oversee the disbursement of the payment process, including ACH, wires, and checks.
• Research and resolve discrepancy issues that arise.
• Oversee employee reimbursement process and ensure compliance with company policies.
• Prepare and approve foreign withholding 1042 forms and 1099 forms, and manage the escheatment process as needed.
• Assist in quarterly reviews, periodic audits, and preparation of audit schedules, including SEC filing schedules and analysis.
• Work closely with the accounting team and business partners to answer questions and support the business.
• Administer corporate payment programs such as American Express and Concur, and maintain financial records and documentation.
• Ensure all internal control procedures are understood by the team and performed as required.

Technical Qualifications

• Bachelor's degree with a minimum of 3 years of AP experience and at least 2 years in a managerial or supervisory capacity.
• 5-7 years of relevant AP experience, including experience in a SOX-controlled environment and supporting a variety of external audits at a public company.
• Experience with SAP S/4HANA.
• Full understanding of industry practices, company policies, and procedures.
• Proficiency in MS Excel, MS Word, and Outlook.
• Solid analytical, project management, and problem-solving skills.
• Ability to communicate effectively and professionally with all levels of the organization and externally with vendors.
• Ability to thrive in a fast-paced environment and handle multiple deadlines effectively.

Reporting to the Senior Manager of Accounting Operations, the AP Supervisor manages monthly AP system closing, SOX compliance controls, and vendor relations liaison responsibilities for a real estate Finance Department. Partnering with department colleagues and internal clients, this role elevates team performance through workload prioritization, cross-training, and the standardization of procedures that drive efficiency and accuracy in a high-volume transaction environment.

Strategic Responsibilities

• Manage monthly closing of the Accounts Payable system and posting of month-end information to the GL, ensuring accuracy of AP data recorded in financial systems.
• Ensure all invoices, check requests, wire, and ACH payments are processed in a timely and accurate manner.
• Determine work procedures and workflow, and standardize procedures to improve efficiency and effectiveness of the AP team.
• Supervise, motivate, and mentor the Accounts Payable team in carrying out tasks.
• Oversee and review the processing of transactions and develop strategies to ensure accurate and timely posting of costs while adhering to processes and procedures.
• Prioritize team workload, ensure even distribution of tasks, and maintain cross-training to support all departmental responsibilities.
• Guide and assist the team and internal clients in handling more complex transactions and act as a vendor relations liaison as needed.
• Collaborate with department colleagues and others throughout the organization to achieve operational efficiency.
• Support quarterly and annual financial audit processes by directing the preparation of requested support and documentation.
• Manage SOX compliance controls and procedures, and participate in the preparation of filings such as abandoned property and 1099s.

Ownership Areas

• Bachelor's degree in Finance or Accounting.
• Minimum 6 years of Accounts Payable experience, including 2 years of supervisory experience in a high-volume transaction setting.
• Strong organizational and time management skills, with attention to detail.
• Ability to meet deadlines.
• Professional and effective oral and written communication skills.
• Ability to interact with employees and vendors professionally and work both independently and as part of a team.

Sitting at the intersection of accounts payable operations and SOX-404 disbursement controls, the AP Supervisor ensures payment accuracy, expense coding compliance, and timely processing of invoices, check requests, and employee reimbursements in a high-volume environment. Operating across AP Coordinator oversight, audit support, and new system implementation, this role guides staff compliance with labor regulations and accounting policy while identifying process efficiencies that reduce manual effort and strengthen financial controls.

Executive Functions

• Review incoming invoices and check requests for approval and coding requirements and approve for posting.
• Determine appropriate coding and compare recommendation from approver against standard accounting practice, including reviewing for capitalization or prepaid requirements.
• Ensure sales tax is properly recorded when applicable.
• Monitor staff compliance with labor regulations and approve employee time cards.
• Process payments, including electronic payments, weekly check runs, and manual payments upon request.
• Process month-end accruals, including review for completeness, and assist with quarterly subsequent disbursement testing for internal and external auditors.
• Monitor timeliness and accuracy of payments and provide additional training or remediation to AP Coordinators as necessary.
• Monitor backlog of scanning and request additional assistance if necessary.
• Review employee reimbursement and company card reconciliations against company policy and process accounting approvals.
• Lead interviewing, onboarding, and training of new and existing staff.
• Assist during internal and external reviews by obtaining documents, preparing reports, or responding to inquiries.
• Identify and implement process improvements, efficiencies, and new systems.

Qualifications & Experience

• Bachelor's degree preferred.
• General Accounting knowledge, including knowledge of prepaid accounts, construction in process, deposits, and sales tax accounting.
• At least 5 years of related accounts payable experience in a high-volume environment, including use of a document imaging system.
• Strong MS Office skills, esp. Excel.
• Experience with accounting software, with Great Plains preferred.
• Detail-oriented with strong accuracy.
• Demonstrated ability to lead and develop teams.

A key member of the Finance and Accounting Group at Creative Artists Agency, the AP Supervisor directs daily department activities, including workflow, staffing, and change management, while overseeing weekly payment runs, recurring payments such as rents and leases, and annual 1099 reporting. Collaborating across AP team members and agency leadership, this role creates the policy adherence and customer service culture that enables accurate and timely invoice processing.

Engineering Responsibilities

• Direct department activities, including workflow, process improvements, and change management.
• Determine staffing levels and maintain a qualified staff, including hiring, training, supervising work activities, and evaluating performance through appraisals and disciplinary action as needed.
• Establish, communicate, and ensure adherence to department policies and procedures, ensuring staff demonstrate high levels of customer service through timely and accurate invoice processing, professionalism, and a positive attitude.
• Review weekly invoices for coding.
• Oversee the weekly payment run, including reporting.
• Manage recurring payments, including rents, leases, and related CAM reconciliations.
• Manage outstanding and re-issued checks, monthly and annual 1099 reporting, and audit requests.
• Hold weekly AP team meetings and escalate issues as needed.
• Manage AP projects.

Qualifications & Experience

• Bachelor's degree preferred.
• Minimum 5 years of Accounts Payable experience, with at least 3 years of supervisory experience, including strong leadership and team building.
• Working knowledge of ERP systems.
• Skill in Microsoft Office, with Excel skills, including pivot tables, VLOOKUPs, and formulas.
• Strong verbal and written communication skills.
• Attention to detail, exceptional organizational skills, and a hard-working attitude.

Streamlined procure-to-pay controls and accurate payment cycle adherence within a SAP B1 environment depend on the AP Supervisor, who maintains the Idocs PO system, develops P2P controls, and manages a team of two through weekly one-to-one performance reviews. Serving as the team's point of escalation, this role elevates AP compliance, ensures correct account and cost center coding, and drives continuous improvement of KPIs on a monthly and quarterly basis.

Delivery Expectations

• Maintain the Idocs PO system within the SAP B1 environment with assistance of the team and Global Group.
• Develop appropriate P2P controls within the limitations of the SAP B1 and business operating system environment.
• Ensure teams follow streamlined Accounts Payable procedures within their daily tasks, updating them where necessary for compliance.
• Assist with a portion of the total invoice processing.
• Ensure coding is to the correct accounts and cost centers through thorough review.
• Ensure payment cycles are strictly adhered to with no overdue payments.
• Manage monthly closing of financial records and posting of month-end information, ensuring accuracy.
• Manage a team of 2 against personal objectives, conducting weekly one-to-one meetings to review progress, workloads, and performance.
• Act as a point of escalation and support for the AP team.
• Develop, review, and manage KPIs on a monthly and quarterly basis, identifying areas for improvement and implementing change.

Requirements

• Minimum 5 years of experience within Accounts Payable.
• Previous team management experience.
• Experience with SAP or SAP B1 preferred.
• Meticulous attention to detail and accuracy.
• Excellent communication and organizational skills.
• Ability to lead and motivate a team to exceed expectations.
• Ability to review processes and implement positive change, with the capacity to work autonomously.

As the AP Supervisor, this role directly manages a team of accounting professionals through the full scope of enterprise AP operations, including outgoing cash management for flagship insurance carriers, employee reimbursements, agent commission payments, and SAP Concur and Corporate AMEX administration. The accounting operations division relies on this work to maintain compliant tax filings, accurate cash flow forecasting, and a culture of accountability and vendor service.

Ownership Areas

• Directly manage a team of accounting professionals, including interviewing, hiring, termination, performance management, coaching, and mentoring.
• Manage outgoing cash for the enterprise, including flagship insurance carriers, management companies, and related affiliates, and oversee daily and monthly AP functions, including employee reimbursements and agent commission payments.
• Carry out reconciliation, payment, and dispute resolution.
• Drive a culture of collaboration, accountability, and vendor service, ensuring timely and accurate payment of invoices and professional response to vendor inquiries.
• Oversee the proper setup of all payees, ensuring documentation is on file for tax purposes.
• Lead administration for SAP Concur Expense, Concur Travel, and Enterprise Corporate AMEX programs.
• Review payment planning and forecasting to improve cash position, efficiency metrics, and financial ratios, including establishing staff responsibilities and measurable goals.
• Assist with internal and independent audits, and manage annual 1099 processing, B-Notice processes, and IRS communications.
• Manage quarterly and annual sales and use tax filings and proactively identify key trends and variances impacting cash flow.
• Improve processes by reducing manual elements of core team responsibilities and maximizing automation.
• Establish yearly objectives and conduct formal mid-year and annual reviews.

Experience & Qualifications

• Bachelor's degree in Accounting or related field.
• 5+ years of experience managing accounts payable professionals.
• Experience with Concur Expense and Travel a plus.
• Excellent Microsoft Excel skills.
• Self-motivated with the ability to work independently and manage multiple projects.
• Ability to identify, analyze, and resolve complex issues.
• Collaborative, accountable team player with commitment to team goals.

Embedded within a multi-site, multi-entity Finance organization, the AP Supervisor administers PNC AP workflow, invoice automation, and Concur T&E systems while managing weekly cash requirements, recurring expenses, and the corporate credit card program. Working closely with field locations, vendors, and the Finance team, this role executes the AP close, 1099 filing, and ongoing process improvements that sustain accuracy and efficiency across a complex, high-volume payables environment.

Core Responsibilities

• Supervise AP staff and provide training to AP and field personnel.
• Ensure accuracy, timeliness, and efficiency in job assignments and procedures.
• Administer the PNC AP workflow and invoice automation system and Concur T&E system, including processing weekly Concur reports for ADP reimbursement and GL entry.
• Monitor AP invoice workflow for errors and bottlenecks and troubleshoot and resolve system-related issues.
• Integrate newly acquired locations into the company's AP process and provide training.
• Review and approve weekly cash requirements and weekly check run.
• Maintain recurring expenses, including building rents, leases, and other recurring payments.
• Maintain electronic vendor master file, including new vendor setup and W9 verification.
• Post weekly AP journal entries and complete the monthly AP close.
• Review vendor statements to ensure all invoices have been received and processed on a timely basis.
• Administer the Corporate PNC credit card program, review PNC card expenses in Concur, and reconcile monthly charges.
• Manage annual 1099 mailing, filing of 1096 reports, credit applications, and special projects as assigned.
• Develop and maintain positive working relationships with vendors and field locations, responding to inquiries within 24 hours.
• Continuously improve the overall workflow of the AP process and collaborate with the Finance team to support department goals.

Strategic Responsibilities

• Degree in Accounting or Finance.
• 10+ years of progressively responsible experience, including management experience in a multi-site and multi-entity organization.
• Experience with 1099 filing required, Concur preferred, and an automated AP workflow system preferred.
• Advanced knowledge of Microsoft Excel and Office Suite.
• Strong technical acumen and ability to administer a variety of online applications.
• Experience with computerized ledger systems.
• Excellent written and verbal communication skills with the ability to interact with all levels of employees and leadership.
• Strong problem-solving, analytical, and prioritization skills with high accuracy and ability to meet deadlines.
• Ability to multi-task, thrive in a fast-paced environment, and function well in a team-oriented setting.
• Ability to work onsite at the corporate office at least 50% of the time.

AP Supervisor coordinates SSC Accounts Payable staff across invoice approvals, Oracle Fusion AP module imports, error correction, and year-end 1099 processing while providing ongoing training to business units and integrating newly acquired entities into shared services. The work directly supports the Accounts Payable Manager on audit requests, intranet policy publication, and quarterly IT accrual reporting that enable consistent and compliant AP operations across the organization.

Delivery Expectations

• Directly supervise SSC Accounts Payable staff, organizing workflow and ensuring employees understand their duties and tasks.
• Monitor employee productivity and provide constructive feedback and coaching.
• Resolve Accounts Payable issues escalated by SSC AP staff or business units.
• Identify and recommend new or improved processes and procedures for the SSC AP department while maintaining appropriate internal controls.
• Ensure all SSC AP policies and processes are updated and published on the CBIZ Intranet, and inform business units of all policy and procedural changes.
• Assist the Accounts Payable Manager with internal and external audit requests.
• Approve invoices submitted from business units into the Oracle Fusion AP module, and handle system imports including error correction and reconciliation.
• Provide ongoing training to business units on AP processes and maintain the Oracle Fusion training manual.
• Lead staff in successfully implementing approved changes into AP processing, and ensure newly acquired entities are effectively integrated into shared services processing.
• Provide Corporate Accounting with quarterly IT accrual amounts based on outstanding invoices, and oversee year-end 1099 processing for completeness and accuracy.
• Coordinate vendor statement reviews and perform supervisory-level invoice approvals.

Required Qualifications

• Bachelor's degree with a major in Accounting, Finance, or Business preferred.
• 3+ years of practical accounting or accounts payable experience preferred.
• Functional knowledge of general accounting.
• Proficient in Excel, Word, and PowerPoint, with Oracle knowledge a plus.
• Demonstrated ability to communicate verbally and in writing with all levels of an organization.
• Ability to plan, assign, direct, lead, coach, and train employees.
• Strong attention to detail, focus on accuracy and efficiency, and ability to meet deadlines.
• Good planning and organizational skills to balance and prioritize work.

The Lead AP Supervisor manages daily supervision of Accounts Payable and Expense Report staff, administers Open Invoice AP automation software, and oversees the full procure-to-pay cycle, including 1099 issuance, year-end accruals, and monthly close processes. Reporting to the Controller and Executive VP, this role strengthens vendor payment accuracy and procurement team collaboration to keep invoice processing streamlined across oil & gas construction operations.

Engineering Responsibilities

• Perform daily supervision and review of Accounts Payable and Expense Report staff, evaluating and monitoring workload.
• Administer A/P Automation Software Open Invoice, troubleshoot the exception queue, and manage system setups and testing during software upgrades and enhancements.
• Resolve issues and answer questions from AP, Expense Report, purchasing, and other accounting department and project team members.
• Ensure payments are made to vendors and employees within expected deadlines and respond to inquiries when payments are not made.
• Review invoices and supporting documents for invoices not entered by AP, and adjudicate non-routine or complex invoices.
• Review invoices on hold and unaccounted transactions and investigate solutions.
• Manage document retention processes and information on AP's internal SharePoint site.
• Oversee the issuance of yearly 1099s to suppliers according to IRS guidelines and manage annual year-end accrual of supplier invoices.
• Review and update policies and procedures, and manage the monthly Accounts Payable closing process.
• Manage audit requests and maintain open communication and teamwork with the Procurement team to ensure the procure-to-pay cycle is streamlined.
• Onboard overhead and equipment invoices into Open Invoice and continue efforts to automate the AP process.
• Communicate weekly Open Invoice invoice status to Controller and Executive VP, evaluate payment types, and analyze and report Comdata spend.

Qualifications & Experience

• High school diploma or equivalent required, with Associate's or Bachelor's degree in Business preferred.
• Minimum 5 years of Accounts Payable experience, with at least 2 years of supervisory experience, preferably with Oil and Gas construction projects.
• 4-6 years of total experience, with ideal systems experience in Open Invoice, OnBase, Oracle AP, and Vista Viewpoint, as well as Comdata spend reporting.
• Proficient in Microsoft Office Suite, including Excel, Teams, and PowerPoint.
• Excellent organizational and communication skills.
• Must be a hands-on doer and manager with strong AP operational involvement.