Accounts Payable Supervisor

The AP Supervisor at Overseas Food Trading LTD is responsible the daily execution of the accounts payable function, ensuring timely and accurate processing of invoices, vendor payments, and expense transactions. This role provides hands‑on supervision of AP staff while driving strong internal controls, continuous improvement, and high‑quality service to internal stakeholders and external vendors. The AP Supervisor acts as a key leader within the accounting operations team, supporting the AP Manager and the Assistant Controller in maintaining a scalable, audit‑ready AP function.

This role is critical to the success of the AP function as this role will be next in line to be the AP Manager.

• Supervise day‑to‑day accounts payable operations, including invoice intake, coding, matching, approvals, and posting.
• Assign and prioritize AP workload across the team to ensure deadlines and service expectations are consistently met.
• Monitor AP queues, exceptions, and aging to ensure timely processing and issue resolution.
• Ensure consistent application of AP policies, documentation requirements, and approval workflows.

• Support weekly payment cycles (ACH, wire, check), ensuring payment accuracy, authorization compliance, and proper segregation of duties.
• Monitor payment schedules to align with vendor terms, discount opportunities, and cash planning priorities.
• Ensure payment support documentation is complete and audit‑ready (approvals, invoice support, receiving evidence).
• Identify and escalate payment exceptions, fraud risk indicators, and policy non‑compliance to the AP Manager.

• Proactively identify the problems, process breakdowns, recurring exceptions, and operational bottlenecks.
• Investigate root causes using analytical thinking and data‑driven insights.
• Communicate clear findings and recommendations to the AP Manager and cross‑functional partners.
• Drive resolution of invoice disputes and discrepancies (pricing, quantity, PO, receiving, freight) in collaboration with Supply Chain, Procurement, and receiving teams.

• Maintain a strong “customer service mindset” ensuring professional and timely responses to Vendor inquiries and internal stakeholder requests.
• Manage escalations with tact and urgency, preserving vendor relationships and operational continuity.
• Ensure vendor data integrity (remit addresses, payment terms, banking details, W‑9 documentation).

• Serve as a change agent in AP workflows and cash disbursement processes.
• Identify opportunities for automation, standardization, and improved efficiency (e.g., invoice workflow tools, matching discipline, reporting improvements).
• Support the implementation of process improvements that reduce cycle time, minimize errors, and improve audit readiness.
• Build and maintain SOPs for core AP processes.

• Track and analyze AP KPIs such as: invoice cycle time, invoices pending approval, error/rework rate, duplicate invoice/payment rate, vendor aging trends, and discount capture rate.
• Use reporting and trend analysis to proactively prevent recurring issues.
• Provide insights and visibility to the AP Manager to support operational planning and continuous improvement.

• Provide direct oversight and coaching to AP analysts/clerks, ensuring consistent performance and high work quality.
• Train team members on AP best practices, systems, controls, and problem‑solving approaches.
• Promote accountability, integrity, and ownership; reinforce high performance expectations.
• Support hiring, onboarding, and cross‑training to build resilience and bench strength.

• Support external audits by ensuring AP documentation, reconciliations, and support schedules are complete and accessible.
• Assist in providing audit deliverables related to AP balances, disbursement testing, vendor confirmations, and accrual support.
• Maintain compliance with company policies and internal controls, escalating risks and ensure record retention standards and audit trails are followed consistently.

• Demonstrates exceptional organizational and time management skills, with the ability to plan, prioritize, and allocate workload across the AP function to consistently meet deadlines and service…