Accounts Payable Supervisor

Job Purpose:

The Accounts Payable Supervisor will be overseeing the AP functions as well as managing the processing of invoices and ensuring high standards of accuracy and efficiency. The role of the Accounts Payable involves providing financial, administrative and clerical support to the organisation and be to complete payments and control expenses by receiving payments, plus processing, verifying and reconciling invoices. 

 

Basic Function:

- Keeping track of all payments and expenditures, including payroll, purchase orders, invoices, statements, etc.
- Reconciling processed work by verifying entries and comparing system reports to balances
- Maintaining historical records
- Paying employees by verifying expense reports and preparing pay checks
- Paying vendors by scheduling pay checks and ensuring payment is received for outstanding credit; generally responding to all vendor enquiries regarding finance
- Preparing analyses of accounts and producing monthly reports
- Continuing to improve the payment process

 

Duties and Responsibilities:

- Manages Accounts Payable and ensuring accuracy of general ledger.
- Maintains all internal and external contracts - ensuring contract information is kept up to date - changes notified/reports updated.
- If contract is coming to an end or amendments are required ensure Operations Director is made aware in a timely manner.
- Drives excellence in areas of productivity, automation and accuracy throughout the payables function.
- Manages processing of invoices ensuring standards of accuracy and efficiency are not compromised.
- Provides productivity statistics perform accurate supplier and sub ledger reconciliations. 
- Ensures queries are dealt with in a timely manner and issues are resolved quickly and efficiently.
- Ensures purchase invoices are verified against supporting documentation key point of contact for all vendor queries.
- Monitors and up to date for tax concern.
- Assists in cash flow forecasting.
- Collate suppliers documentation for processing, matching invoices and delivery dockets with the corresponding purchase order.
- Ensure a properly approved (and issued) purchase document and a properly signed receiving document, both of which match the invoice submitted by the supplier.
- Review edit report from receiving and check that general ledger codes are correct and check to ensure that invoices are totaled correctly.
- Reconcile Food, Beverage and General Inventory items and Food & Beverage direct items with Food and Beverage Control Department on a Daily / Weekly purchase Log.
- Input Information into the A/P system.
- Reconcile invoices to statements.
- Prepare cheque run for approval on a weekly basis.  Being responsible for on time payment of supplier invoices including tax payment to avoid penalty charge.
- Maintain cheque issue log.
- Maintain batch register and balance daily to General Ledger.
- Maintain an effective filing system.  For unpaid supplier invoices the filing is by supplier code and for paid invoices by month which the invoices were paid.
- Produce and review monthly A/P Distribution report and perform the A/P month end close.
- Prepare Accruals Journal at month end for regular suppliers and delivery dockets not paid.
- Complete all supplier credit applications.
- Performs additional duties as directed by management.

 

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