Accounts Payable Supervisor

Position Summary

The Accounts Payable Supervisor oversees all AP operations for a fast-paced field service and installation environment, while actively performing day-to-day AP duties. This role ensures timely and accurate processing of high-volume vendor invoices and payments, maintains strong internal controls, and provides direct supervision and support to the accounts payable team. The AP Supervisor plays a critical part in supporting field operations by maintaining strong supplier relationships, improving procurement-to-pay workflows, and ensuring financial accuracy across job sites and installation projects.

Key Responsibilities

Leadership & Team Management

• Lead, mentor, and develop the AP team responsible for processing invoices related to materials, subcontractors, equipment rentals, field services, and monthly recurring expenses.
• Establish clear performance goals, service-level expectations, and accountability standards.
• Build a service-oriented team that supports field operations and internal stakeholders.

Accounts Payable Operations

• Supervise processes and perform daily accounts payable activities to include invoice processing, AP email management, vendor inquiries, and intercompany processes.  
• Supervise the PO matching process to ensure accurate job-cost coding to the appropriate work orders, service calls, cost centers, or installation projects.
• Reconcile statements from key suppliers.
• Manage subcontractor payouts, ensuring proper documentation and compliance.
• Manage the weekly check run process to ensure vendors are paid timely.
• Oversee corporate card transactions process and payment.

Compliance, Controls & Documentation

• Maintain a strong control environment related to field purchasing, inventory receipts, and invoicing.
• Ensure compliance with state-specific tax laws, 1099 reporting, and subcontractor documentation.
• Maintain AP policies supporting fast-moving field operations while ensuring accuracy and fraud prevention.
• Support internal and external audits.

Vendor & Subcontractor Relations

• Serve as the escalation point for vendor disputes, billing discrepancies, and internal questions.
• Build strong partnerships with suppliers, subcontractors, and logistics providers.
• Negotiate payment terms and support cost-saving initiatives.
• Maintain vendor master data with strict onboarding controls.

Technology & Process Improvement

• Drive process improvement by streamlining AP workflows through automation of PO processes, invoice capture, and digital approvals.
• Implement improvements that reduce manual entry and accelerate job-cost reporting.
• Troubleshoot system issues and work with IT to resolve.

Reporting & Financial Support

• Prepare AP metrics such as aging, discount utilization, and discrepancy reporting.
• Support month-end close with accurate accruals.
• Analyze spending trends to identify opportunities for efficiency and cost reduction.

Qualifications Education & Experience

• Bachelor’s degree preferred.
• 5+ years AP experience, ideally in field service, installation, construction, or job-cost environments.
• 2+ years supervisory experience.
• Experience handling materials invoices and subcontractor payments.
• ERP experience required.

Knowledge & Skills

• Strong job costing and 3-way match understanding.
• Excellent problem-solving skills.
• Strong vendor relationship skills.
• Advanced Excel skills.
• High attention to detail.

Key Competencies

• Operational Awareness
• Vendor Relationship Management
• Process Optimization
• Leadership & Coaching
• Accuracy Under Pressure