Accounts Payable Supervisor

PURPOSE

The Accounts Payable Supervisor plays a critical role in performing the company’s payables and disbursements. This role is responsible for ensuring the accuracy, timeliness, and compliance of all outgoing payments.

SCOPE OF WORK

Accounts Payable Management

1. Performs the end-to-end Accounts Payable process, from invoice intake to final payment.
2. Review, code, and post invoices to the correct general ledger accounts.
3. Ensure all invoices are properly authorized in accordance with company policy.
4. Schedule disbursements based on due dates, vendor terms, and cash flow availability.
5. Maintain up-to-date and accurate AP ledgers, including aging reports and accruals.
6. Ensure compliance with internal policies, financial controls, and regulatory requirements.

Vendor Relationship and Payment Processing

1. Establish and maintain positive relationships with vendors and service providers.
2. Resolve payment discrepancies, disputes, and queries in a timely and professional manner.
3. Monitor and reconcile vendor statements to ensure all liabilities are properly recorded.
4. Coordinate payment runs (checks, EFT, ACH online portals, and the like) and prepare remittance documentation.

Budget and Cost Control Compliance

1. Work with department heads to confirm that expenses are within approved budget allocations prior to invoice processing.
2. Flag irregular or unexpected charges and escalate to the Accounting Manager.
3. Assist in maintaining procurement discipline and invoice control.
4. Track and report recurring costs (e.g., utilities, cleaning contracts) for budget forecasting.

Internal Controls and Documentation

1. Ensure proper documentation, filing, and storage of all AP records in line with audit and retention requirements.
2. Maintain a well-organized and up-to-date invoice register and vendor master file.
3. Conduct periodic audits of payable transactions to ensure compliance and minimize the risk of fraud or error.
4. Support implementation and improvement of AP procedures and controls.

Month-End Closing and Financial Reporting

1. Prepare monthly AP reconciliations and assist with month-end journal entries and accruals.
2. Provide support in the preparation of financial statements and management reports related to AP.
3. Coordinate with the Accounting Manager and Treasury to ensure all payables are accurately reflected in the trial balance.

System and Process Optimization

1. Ensure accounting software and vendor platforms are used efficiently and correctly.
2. Identify and recommend improvements to AP workflows for greater efficiency and accuracy.
3. Stay informed on best practices and tools relevant to AP automation and cost controls.

ANALOGOUS TASKS

Handle other tasks and responsibilities analogous to the purpose and reasonable expectations of the job assigned by the immediate superior.

QUALIFICATIONS

REQUIREMENTS

• Bachelor’s degree in Accountancy.

• A CPA license is an advantage.

• At least 3–5 years of relevant experience in general accounting and accounts payable, preferably in the hospitality or service industry.

• Proficient in accounting software (e.g., QuickBooks, SAP, or local equivalents).

FUNCTIONAL COMPETENCIES

• Accounts Payable Expertise

• Financial Accounting Knowledge

• Cost Control and Budget Monitoring

• Vendor and Payment Management

• Reconciliation & Reporting

• Internal Controls & Compliance

• Accounting System Proficiency

• Process Improvement and Automation

• Supervisory & Training Skills

CORE COMPETENCIES

• Must have unquestionable integrity

• Must have a good character observed both in personal and professional life

• Can easily adapt to any situation and the changing landscape of the organization

• Strong sense of teamwork and collaboration with different groups and individuals across and within all levels of the organization.