Accounting Supervisor - Accounts Payable

The Accounting Supervisor – Accounts Payable 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

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

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

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

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

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

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

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

QUALIFICATIONS

• Bachelor’s degree in Accountancy, Finance, or a related field.
• 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).

• 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

• 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.