Account Payable and Purchasing Supervisor

Description:

The AP and Purchasing Supervisor is responsible for overseeing day-to-day accounts payable and purchasing support activities to ensure timely and accurate processing of invoices and purchase transactions, strong vendor service, timely payments, and compliance with Company policies, Delegation of Authority, and internal controls. This role leads the procure-to-pay workflow (purchase requisitions, purchase orders, invoice matching/approval, and payment support), coordinates with Operations and Accounting, and supports month-end close, through reporting, reconciliations, and accrual-related activities.

Responsibilities:

Accounts Payable Operations

• Supervise end-to-end AP processing, including invoice intake, coding support, matching to purchase orders/receiving, routing for approval, and maintaining complete documentation.
• Ensure invoices are processed timely and accurately in the ERP/accounting system (Oracle Fusion Cloud), including proper profit center, cost center, general ledger account, and legal entity coding.
• Review and verify invoices and check requests.
• Review and approve supplier/vendor setup and updates.
• Oversee resolution of invoice exceptions and variances (e.g., price/quantity discrepancies), coordinating with requestors, receiving, and vendors to achieve timely resolution.
• Monitor AP aging, outstanding credits, and past-due items; proactively follow up with internal approvers and vendors to prevent service disruption and late fees.
• Support weekly payment cycles by preparing payment runs, validating supporting documentation, and coordinating approvals and release in accordance with segregation of duties (SOD) policies.
• Maintain positive vendor relationships by responding to inquiries, researching invoice status, and resolving statement discrepancies.
• Promote duplicate payment prevention and accurate vendor/invoice master data practices (e.g., validate invoice numbering and vendor details as required by system controls/ company policies).

Purchasing / Procurement Support

• Support and enforce purchasing policies and Delegation of Authority (DOA) by ensuring requisitions, purchase orders, and changes are reviewed/approved through established workflows.
• Assist departments with requisition and PO creation, documentation requirements, and proper categorization/coding.
• Oversee (or coordinate) three-way match processes (PO, receiving, and invoice) and ensure variances are investigated, resolved, and documented prior to invoice processing.
• Partner with Operations, site/camp personnel, and Corporate departments to confirm receipt/acceptance of goods and services and to address purchasing process issues.
• Track purchasing and AP cycle-time metrics and identify process improvements to strengthen compliance and efficiency.

Controls, Compliance, and Continuous Improvement

• Ensure adherence to internal control requirements under Sarbanes-Oxley (SOX) 404, including DOA and SOD, across vendor setup, invoice processing, and payment initiation/approval.
• Coordinate vendor onboarding and vendor master changes in accordance with required approvals and documentation.
• Maintain organized records to support internal/external audits, including evidence of approvals, matching documentation, and exception resolution.
• Support implementation and sustainment of ERP system procurement/AP workflow rules.
• Ensure compliance with IRS 1099 requirements and other IRS rules.
• Identify and recommend process improvements to reduce exceptions, improve cycle time, and enhance vendor service while maintaining compliance.

Month-End Close and Reporting

• Support monthly close by ensuring invoice processing completeness through established AP cutoff timelines and by coordinating late invoice handling.
• Prepare and/or assist with AP reporting (e.g., AP aging, activity roll-forward, open items, vendor statements) and help reconcile AP subledger/aging to the general ledger as assigned.
• Assist in identifying missing invoices and supporting accrual entries by compiling vendor/expense trends and follow-up items for review.
• Provide management with summaries of key AP/purchasing issues, trends, and recommendations.

Supervisory Responsibilities

• Directly supervise AP staff (and/or purchasing support staff) including daily work allocation, quality review, and prioritization of urgent items.
• Train team members on policies, systems, documentation standards, and internal controls.
• Provide training to other departments on their responsibilities for accounts payable processing.
• Establish and monitor team goals/KPIs (e.g., invoice cycle time, exception rates, vendor inquiry response times).
• Participate in hiring, onboarding, performance feedback, and development planning.
• Ensure cross-training and adequate coverage for critical processes (invoice intake, payment support, vendor inquiries).

Requirements:

• Bachelor's degree in Accounting, Finance, Business Administration, or related field.
• 5+ years of progressive experience in accounts payable and/or procure-to-pay, including experience with purchase orders, matching, vendor management, and audit coordination.
• Prior people leadership or lead-level experience preferred.
• Experience working in an ERP environment (Oracle Fusion Cloud strongly preferred; other large ERP systems acceptable) and strong Excel skills.
• Working knowledge of SOX, DOA, three-way match, and SOD internal controls.
• High attention to detail with strong ownership and follow-through.
• Ability to balance control/compliance requirements with operational urgency.
• Strong communication skills (in writing and verbally) in English; ability to partner effectively with Operations, Procurement, Accounting, and vendors.
• Analytical problem-solving and sound judgment in resolving exceptions.
• Ability to lead change and improve processes, including system/workflow enhancements.
• Willing to work overtime during month-end and quarterly close periods to meet all deadlines.