Accounts Payable & Receivable Supervisor

Position Purpose

Under minimal supervision, the AP/AR Supervisor oversees the accounts payable (AP) and accounts receivable (AR) team, enforces internal controls, supports month-end activities and ensures compliance with company policies and accounting standards. This role provides day-to-day administrative and technical support to the AP and AR admins. This position also ensures accurate, timely processing of customer billings, collections, vendor payments and reconciliations.

Functional Responsibility

• Supervises the day-to-day operations and assigned staff in accordance with management's direction
• Leads in a constructive manner by example; demonstrates and encourages a strong work ethic and fosters an environment of trust and respect
• Guides team in the proper use of assets and resources to avoid waste and ensure cost-effective operations
• Monitors performance and regularly communicates with team to achieve mutual understanding, maintain level of productivity, and deliver desired results
• Partners with immediate manager to determine staffing needs
• Ensures employees have a safe, healthy, and rewarding work environment, provides applicable safety training and resolves/reports safety issues to management
• Supports change initiatives and company decisions in an effective manner
• Immediately informs management and addresses employee issues, concerns, and complaints in an objective and confidential manner
• Ensures employees are trained on the policies, processes, and procedures related to functional area; maintains company and regulatory compliance during day-day-operations
• Adheres to departmental GPS (Performance Management) guidelines and ensures proper GPS documentation; trains employees to do the job; identifies and makes suggestions for training needs and development opportunities

Essential Duties

Accounts Receivable (AR):

• Supervises miscellaneous invoicing and/or credit memos, cash application, and collections processes
• Monitors customer accounts, aging reports, and credit limits
• Resolves billing discrepancies and customer payment issues
• Ensures timely and accurate posting of receipts
• Prepares AR reports for management and assist with forecasting cash flow

Accounts Payable (AP):

• Supervises invoice processing, matching, and payment cycles
• Ensures timely payment of vendors in accordance with terms
• Reviews and approves invoices and payment batches
• Resolves vendor inquiries and discrepancies
• Maintains accurate vendor records and W-9 documentation
• Processes annual 1099’s

Supervision & Leadership:

• Trains, mentors, and evaluates AR/AP staff
• Assigns workloads and ensures deadlines are met
• Establishes and improves procedures for efficiency and accuracy
• Enforces internal controls and segregation of duties 
• Adheres to departmental GPS (Performance Management) guidelines and ensures proper GPS documentation; trains employees to do the job; identifies and makes suggestions for training needs and development opportunities 
• Assesses current practices and procedures, and makes recommendations for improvements

Accounting & Reporting:

• Assists with month-end and year-end close
• Prepares and reviews reconciliations and manual journal entries (AR, AP, cash, accruals)
• Supports audits by providing documentation and explanations
• Ensures compliance with GAAP and company policies
• Performs ad hoc analysis and projects as requested

*Other duties may be assigned

Non-Essential Duties

Minimum Requirements

Education and Experience

• Bachelor’s degree in Accounting, Finance, or related field (or equivalent experience)
• 5–7 years of AR/AP or general accounting experience
• 2-3 years of prior supervisory or lead experience required

Knowledge, Skills, and Abilities

• Strong understanding of AR/AP processes and internal controls
• Proficiency in accounting software and ERP systems (SAP preferred)
• Advanced Excel skills (pivot tables, VLOOKUP/XLOOKUP, reporting)
• Excellent organizational and problem-solving skills
• Strong communication and leadership abilities
• Ability to influence and lead a team of up to 6 direct reports

Working Conditions

General office environment

Work Standards

• Acts in a manner reflective of the Company culture of High Moral Standards, Innovation and Continuous Evolution, Trust in Team, Continuous Improvement, and Sustainable Relationships
• Communicates, interacts, and works effectively with others; receptive to feedback and coaching; voices concerns in a constructive manner
• Demonstrates commitment to safety first; communicates safety concerns; promotes a safe work environment based on established safety standards and training
• Follows all Company policies and procedures

Additional Comments

Management retains the discretion to add to or change the duties of the position at any time.