Accounts Payable Supervisor

Roles and responsibilities

• To provide an effective system to track Payable Accounts for effective Cash Flow Management;
• To obtain, date-stamp and file all documents which support authorized purchases and services rendered (PRs, POs, Delivery Notes, signed Receiving Records, Contracts etc.) for matching with invoices;
• To process invoices on daily basis i.e. to match them with their authorized supporting documents & receiving records, sort and book the invoices against relevant account and departments;
• To check all the petty cash vouchers for supporting documents, validity and accuracy and posting in the accounting system for payment processing;
• To file all the paid petty cash vouchers properly for future reference;
• Provide a summary of creditors ageing report required by various Finance and Control Section personnel to prepare monthly reports;
• To review and determine all payments due and to submit the payment requests and disbursement schedule to Finance Manager for review and signature prior to the actual preparation of cheques.
• To prepare cheque payments and submit them, with supporting documents for final approval and signatures of the Director of Finance and General Manager;
• To raise and record cheques for urgent payments;
• To prepare month-end report closing of Accounts Payable;
• To prepare monthly accruals for goods and services received but not invoiced;
• To prepare monthly provision for any major contracted services;
• To co-operate and assist in reconciling the month-end inventory book balances to actual physical counts’
• To prepare and follow-up on some balances sheet schedule as instructed including all the advanced payments;
• To have a full working knowledge and capability to supervise, correct and demonstrate all duties and tasks in the assigned work[lace to the standard set;
• To ensure all files and reports are properly filed for future reference;
• To assist in carrying out quarterly, semi-annual, annual inventory of operating equipment;
• Ensure loyalty of key suppliers of the hotel, resulting to lower cost per unit.
• To assist in implanting and streaming the internal control procedures (FOCUS Audit) covering all activities of the hotel.

Desired candidate profile

. Accounts Payable Management

• Invoice Processing: Oversee the timely and accurate processing of invoices, ensuring they match purchase orders and receipts.
• Payment Processing: Supervise the preparation and execution of payments to vendors, including checks, ACH transfers, or electronic payments.
• Vendor Relations: Maintain positive relationships with vendors and suppliers, addressing any payment or invoicing issues that may arise.
• Expense Tracking: Ensure proper tracking and categorization of business expenses to keep financial records accurate.

2. Team Leadership and Supervision

• Staff Management: Lead and manage the accounts payable team, providing guidance, training, and support as needed.
• Performance Monitoring: Monitor the performance of AP staff, providing feedback and ensuring that departmental goals and deadlines are met.
• Workload Distribution: Delegate tasks appropriately, ensuring an efficient workflow and preventing delays in processing payments.

3. Reconciliation and Reporting

• Account Reconciliation: Oversee the reconciliation of accounts payable records with company statements, ensuring discrepancies are resolved.
• Monthly Reporting: Prepare and review monthly AP reports for senior management, including aging reports, cash flow projections, and accruals.
• General Ledger Entries: Ensure that all AP transactions are accurately recorded in the general ledger.

4. Compliance and Internal Controls

• Policy Enforcement: Ensure that the accounts payable department adheres to company policies, accounting standards, and relevant regulations (e.g., GAAP, VAT compliance).
• Audit Preparation: Prepare and support internal and external audits by providing necessary documentation and resolving audit findings related to accounts payable.
• Control Implementation: Implement and enforce internal controls to prevent errors, fraud, or mismanagement of funds within the AP department.

5. Process Improvement and Optimization

• Workflow Efficiency: Identify opportunities to streamline AP processes, reduce errors, and increase efficiency through automation or revised workflows.
• Technology Utilization: Leverage accounting software or ERP systems (e.g., SAP, Oracle, QuickBooks) to manage AP processes effectively and efficiently.
• Cost Management: Help the company manage cash flow by optimizing payment schedules and taking advantage of early payment discounts when applicable.

6. Problem-Solving and Issue Resolution

• Dispute Resolution: Handle and resolve disputes between vendors, suppliers, and the company regarding invoice discrepancies or payment delays.
• Complex Problem Solving: Deal with more complex or high-value invoices that may require additional attention and collaboration across departments.

7. Financial Analysis and Budgeting

• Cash Flow Management: Ensure payments are made in a way that maintains the company’s cash flow, avoiding unnecessary late fees or penalties.
• Expense Forecasting: Help with forecasting and managing payables by analyzing trends in vendor payment cycles, purchase patterns, and expected expenditures.