AP Research and Vendor Management Supervisor

Overview

Description

The AP Supervisor provides direct leadership and operational oversight for the AP Utility, Vendor Management, and AP Coordinator teams. This role ensures all accounts payable processes, including utility payments, vendor onboarding and maintenance, and invoice exception resolution, are executed accurately, efficiently, and in compliance with company policies and regulatory requirements. The AP Supervisor is responsible for developing team members, driving process improvements, and fostering cross-team collaboration to deliver best-in-class service to both internal and external stakeholders.

• Leadership & Team Development
  • Supervise, coach, and develop the AP Utility, Vendor Management, and AP Coordinator teams, fostering a culture of accountability, continuous improvement, and professional growth.
  • Conduct regular performance evaluations, manage personnel actions (hiring, promotions, disciplinary measures), and support career development.
  • Facilitate cross-training and knowledge sharing among teams to ensure operational flexibility and coverage.
• Operational Oversight
  • Oversee the AP Utility team’s daily processing of utility invoices, ensuring timely payments, accurate exception handling, and compliance with company and regulatory guidelines.
  • Oversee the Vendor Management team in onboarding, verifying, and maintaining vendor records, including documentation review and system updates.
  • Lead the AP Coordinator team in resolving invoice exceptions, managing exception queues, and supporting property management with AP inquiries.
  • Monitor and balance team workloads, set priorities, and ensure all deadlines and SLAs are met.
• Compliance & Controls
  • Ensure all activities comply with company policies, SOPs, and regulatory requirements.
  • Prepare and present regular reports on team performance, outstanding issues, and process improvement initiatives to AP leadership.
• Process Improvement & Systems
  • Track and report on key performance indicators (KPIs) such as invoice cycle times, exception rates, vendor onboarding turnaround, and team productivity.
  • Identify trends, recurring errors, and process gaps; recommend and implement process improvements to enhance accuracy, efficiency, and service quality.
  • Maintain and update Standard Operating Procedures (SOPs) for all supervised teams, ensuring compliance with current policies and regulations.
• Collaboration & Communication
  • Serve as a primary point of contact for escalated AP issues, collaborating with property management, IT, and other departments to resolve complex problems.
  • Facilitate communication and workflow between AP teams to ensure seamless end-to-end processing and exceptional service delivery.
  • Provide training and guidance to internal and external stakeholders on AP processes and best practices.
• Additional Duties
  • Practice and adhere to First Service Residential Global Service Standards.
  • Always conduct business with the highest standards of personal, professional and ethical conduct.
  • Perform or assist with any operations as required to maintain workflow and to meet schedules.
  • May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
  • Ensure all safety precautions are followed while performing the work.
  • Follow all policies and Standard Operating Procedures as instructed by Management.
  • Perform any range of special projects, tasks and other related duties as assigned.

Directly supervises AP Coordinators.

• Experience supervising a high-volume accounts payable transaction processing organization is desired.
• 3+ years of experience leading team members accountable for responsibilities similar to those required for this position.
• Bachelor’s degree in business, accounting, or a related field; or equivalent relevant experience.

• Anticipate needs and manage accounts payable department resources to provide timely and reliable service to internal and external customers; prioritize and communicate when workload or requests for support exceed departmental capacity.
• Hold oneself and team accountable for delivering on business goals.
• Demonstrate and model company values with internal and external customers.
• Demonstrate awareness of variables, which could affect employee retention and/or morale; is a leader in developing strategies to ensure employee engagement and retention.
• Excellent relationship skills with external and internal clients; is persuasive and patient, listens well.
• Ability to work well under pressure and deadlines; committed to getting the job done.
• Able to prioritize and use sound judgment and decision-making.
• Creative and takes initiative; self-assigns ownership.
• Identifies, manages, and mitigates risks.
• Strong knowledge of Microsoft Applications, especially Word and Excel,…