Accounts Payable – Overhead Supervisor

Position Summary

The AP Overhead Supervisor is responsible for managing the day-to-day activities for the Overhead team. These responsibilities include but are not limited to providing guidance, coaching and re-prioritization of tasks as needed to support the Senior Manager of Accounts Payable overall departmental structure and departmental process improvement. 

Position Responsibilities:;

• The Supervisor will provide weekly KPI and Productivity reports for each team member
• Coaching and aiding each team member to improve which supports the overall department by providing weekly targets/goals, ensuring the team meets targets/goals and providing training/coaching tools to improve and meet goals
• Will seek self-improvement and courses for coaching and guidance from the AP Senior Manager 
• All SOPs including overview of AP Overhead Processes need to be established, kept up to date as processes change and on a shared drive/SharedPoint
• As processes change, communication and team training will be performed to make sure each team member including your peers are informed
• Ensure your individual team members fully understand their roles and responsibilities
• Demonstrate ability to implement and enforce Urgent Payment Process
• Work closely with the Disbursement team to ensure all open bill transactions are updated correctly to make the weekly payment runs. Includes but not limited to reviewing and signing off on the Payment Review including credit report, payment method mismatched report and Hold Payment Report
• Demonstrate the ability to work with business partners to resolve any data entry/import errors
• Supervisor will run reports and analyzing the AP Aging from NetSuite/Oracle Fusion and staying current
• Ensure payment methods are correct especially on any open invoice
• Analyze and provide a root cause and a correction action plan for all credit hold issues that arise and late fees 
• Work with Procurement, Regional VPs, Station Managers, Accounting team and other AP supervisors as needed to correct issues and improve processes
• On a weekly basis obtain and review credit card transactions for corporate credit cards that do not go through the T&E process, to ensure all invoices have been received and processed 
• On a weekly basis obtain/review the bank statement to ensure all invoices have been received and processed 
• On a weekly basis, review and analyze the VIP/Critical supplier list – includes ensuring all invoices have been received, imported, processed and paid
• Work directly with Station/Location to ensure a complete supplier list is maintained by station/location that includes Rent, Utilities, forklifts, propane ect. 
• Establish AP overhead close checklist and ensure the team is trained and prepared to close the month and quarter timely
• Overall OH invoice from receiving to importing to processing to payment is accurate and completed on time 
• Conduct all activities in accordance with the Company values, code of conduct, policies, and compliance requirements.
• All other duties as assigned

Requirements:

• Bachelor’s degree in Information Technology, Business, Finance/Accounting, or related field is preferred
• Critical thinking and problem solving skills are required
• Excellent communicator both written and verbal, and ability to communicate effectively with all levels of the business
• Strong understanding of procure-to-pay process
• Advanced Excel
• Logistics industry experience is a plus
• NetSuite and/or Oracle Fusion experience a plus – including saved searches, formulas, reporting
• Concur Invoicing and T&E experience is a plus
• Experience working with multiple legal entities, multiple locations