Accounts Payable Supervisor

The Accounts Payable Supervisor oversees the daily operations of the Accounts Payable team, ensuring the timely, accurate, and efficient processing of invoices, vendor payments, expense reimbursements, and related financial transactions.

This position provides leadership, coaching, and development to the AP team while driving continuous process improvements, maintaining strong internal controls, and delivering exceptional service to internal and external customers.

The Accounts Payable Supervisor plays a critical role in protecting company assets, maintaining vendor relationships, ensuring compliance with company policies and accounting standards, and supporting the organization's financial reporting objectives.

Success Results

1.      Accounts Payable Operations Excellence: Ensure invoices, expense reports, and vendor payments are processed accurately, timely, and in accordance with company policies, payment terms, and financial controls.

2.      Team Leadership & Development: Build a high-performing AP team through coaching, training, performance management, accountability, and continuous development.

3.      Financial Accuracy & Compliance: Maintain strong internal controls, support audit requirements, ensure policy compliance, and minimize payment errors and financial risk.

4.      Process Improvement & Efficiency: Identify opportunities to streamline workflows, improve automation, eliminate inefficiencies, and enhance department performance.

5.      Vendor & Internal Customer Service: Develop strong relationships with vendors and internal departments while resolving payment issues professionally and efficiently.

6.      Reporting & Month-End Support: Provide accurate reporting, support month-end close activities, reconcile AP accounts, and contribute to financial reporting deadlines.

Essential Duties & Responsibilities

Accounts Payable Operations

• Supervise the daily workflow of the Accounts Payable department.
• Review invoices for accuracy, coding, approvals, and compliance with company policies.
• Ensure timely processing of invoices, ACH payments, wire transfers, and check runs.
• Monitor payment schedules to maximize discounts and avoid late fees.
• Resolve invoice discrepancies, payment issues, and vendor inquiries.
• Maintain vendor master files while ensuring appropriate controls over vendor setup and maintenance.
• Oversee employee expense reimbursements for policy compliance.

Team Leadership

• Supervise, coach, mentor, and develop Accounts Payable staff.
• Establish performance expectations and conduct regular performance reviews.
• Train team members on systems, procedures, and company policies.
• Manage workload distribution to ensure efficiency and service levels.
• Foster collaboration, accountability, and continuous improvement.

Financial Controls & Compliance

• Ensure compliance with company financial policies and internal controls.
• Support internal and external audits by preparing requested documentation.
• Monitor segregation of duties and approval authority compliance.
• Ensure accurate account coding and adherence to accounting policies.
• Assist with implementation of new accounting procedures and controls.

Month-End & Financial Reporting

• Coordinate month-end AP close activities.
• Reconcile Accounts Payable subledger to the general ledger.
• Accrue outstanding liabilities as needed.
• Prepare AP reports, aging schedules, and payment forecasts.
• Support Finance with cash flow planning and reporting.

Process Improvement

• Evaluate AP processes and recommend operational improvements.
• Identify automation opportunities to increase efficiency.
• Develop and maintain departmental procedures and documentation.
• Monitor department KPIs and implement corrective actions when necessary.
• Participate in ERP upgrades, testing, and system implementations.
• Monitor invoice processing metrics, payment accuracy, aging, and department service levels to identify opportunities for continuous improvement.

Vendor Management

• Build strong vendor relationships.
• Resolve vendor disputes and payment concerns promptly.
• Monitor vendor performance and compliance.
• Ensure vendor tax documentation (W-9s, 1099 reporting, etc.) is maintained.

Cross-Functional Collaboration

• Partner with Procurement, Operations, Project Managers, Payroll, and Accounting.
• Assist with budgeting and cash flow planning.
• Support Finance initiatives and continuous improvement projects.
• Provide AP expertise to business leaders.

Education & Experience

Required

• Bachelor's degree in Accounting, Finance, Business Administration, or related field, or an equivalent combination of education and at least five (5) years of progressive Accounts Payable experience.
• 2 years of supervisory or team leadership experience.
• Experience with ERP/accounting software.
• Strong knowledge of invoice processing, payment processing, reconciliations, and AP controls.
• Advanced Microsoft Excel skills.
• Strong organizational, analytical, and communication skills.

Preferred

• Experience in construction, industrial services, environmental services, or field service industries.
• Experience in a private equity-backed organization.
• Knowledge of 1099 reporting requirements.
• Continuous improvement or Lean process experience.
• Experience supervising high-volume Accounts Payable operations.
• Experience with AP automation, workflow software, or ERP implementations.
• Experience managing month-end close and audit support.
• Experience with vendor management and payment optimization.

Pro-Vac is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment regardless of their race, color, creed, religion, gender, gender identity or expression, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Hiring decisions are based solely on qualifications, merit, and business needs at the time.