Job Purpose
The job purpose of an Accounts Payable (AP) Supervisor is to manage and oversee the AP team in ensuring the timely payment of bills and invoices on behalf of a company or organization. It plays a crucial role in maintaining the financial health of an organization by ensuring that all financial obligations to vendors and suppliers are met accurately and in a timely manner. Effective management of accounts payable contributes to the smooth functioning of the business and helps maintain positive relationships with external partners.
Main Duties
Bills Review and Approval in the Accounting System
- Daily review and approval of bills/invoices processed by the AP Encoders/Assistants in NetSuite.
- Verify three-way matching of Purchase Order (PO), Delivery/Item Receipt (DR/IR), and Sales Invoice (SI) was applied while processing/encoding the bill in NetSuite
- Ensure bills are tagged in the correct location.
- Ensure that invoices are accurate, complete, and comply with company policies and go through the necessary approval processes within the organization before payment is made.
- Coordinate with the AP Team in ensuring invoices are processed prior to its due date or in accordance with the Company's payment run schedule.
- Ensure bills for payment are timely approved for next week's payment run.
Payment Processing
- Initiate and process payments to vendors in accordance with payment terms and company policies.
- Ensure completeness of invoices due for payment
- Ensure prior payment runs were tagged as paid in NetSuite prior to processing current week's payment run
- Ensure there are no duplicate/over payment of bills/invoices.
Vendor Relations/Management
- Communicate with Vendors to address inquiries, resolve discrepancies, and negotiate payment terms.
- Build and maintain positive relationships with vendors to facilitate smooth business transactions.
- Assist the AP/Treasury Team in updating Vendors for payments made (sending of Proof of Payment)
Reconciliation of outstanding balances with Vendors/Suppliers
- Be knowledgeable about the Company's payment processing system and each Vendor's nature of transaction.
- Ensure Vendor's records align with the Company's outstanding payables.
- Become the main contact person for reconciliation with major Vendor accounts
Team guidance and organization
- Assist in leading and guiding the AP Team in achieving daily tasks to KPIs.
- Be able to support the AP Team for important tasks needed to be covered.
Coordination and Collaboration with Other Departments
- Build rapport with the Purchasing and Operations Team to ensure processes are aligned and working seamlessly
- Resolve issues and coordinate vendor payment with Suppliers
Record Keeping
- Responsible for organizing and safekeeping of all hard (original) copies of Supplier's Sales Invoices and corresponding supporting documents.
- Coordinating with the Logistics Team for archiving prior period AP documents.
Compliance
- Adhere to relevant laws, regulations, and company policies governing accounts payable processes.
- Stay informed about changes in regulations that may impact payment procedures
Other duties and tasks, as may be assigned.
Qualifications:
- Bachelor's degree in Accountancy (BSA) preferred, but not required
- For non-BSA graduates, must have solid Accounts Payable (AP) experience; supervisory experience is a plus
- Strong proficiency in MS Excel; familiarity with Google Sheets is an advantage
- Hands-on experience in invoice processing and billing, including three-way matching and issue resolution
- Experience with NetSuite is preferred, but not required
- Knowledgeable in reviewing AP vouchers and vendor invoices
- Must be detail-oriented and capable of reviewing and validating work done by team members (e.g., AP staff)
Work Setup:
- 5-day onsite in The Brilliance Center, BGC. (Monday-Friday)
- 2 days of work from home per month
