AP/Billing Supervisor

Family-owned company delivering on large-scale paving projects for area developers.

Excellent culture, benefits, and opportunity for growth.

This position is responsible for providing guidance and support to Accounts Payable and FOB Billing staff. The position ensures accurate, efficient, and effective operations, prepares monthly analysis reports, completes credit applications, prepares ad-hoc payments, and collaborates with other departments to improve processes or resolve discrepancies.

RESPONSIBILITIES

• Lead and mentor AP specialists, providing guidance, training, and support.
• Manage workload distribution, ensuring timely processing of invoices and payments.
• Oversee the review and verification of invoices, ensuring accuracy and proper coding to general ledger accounts.
• Manage weekly payment runs, including check, ACH, and wire transfers, including the review of invoices placed on hold.
• Prepare ad-hoc checks and enter into ERP as prepaid transactions.
• Review outstanding payments in payment processing system and complete follow up as appropriate.
• Complete all AP functions for one company within the organization.
• Complete the monthly reconciliation of vendor statements and resolve any discrepancies.
• Ensure timely month-end and year-end close processes, including AP reconciliations and accruals.
• Prepare reports for management on AP performance, aging reports, and cash flow forecasts related to AP.
• Assist in audits by providing accurate and complete AP documentation.
• Complete new vendor credit apps and provide to Accounting Manager for setup in ERP.
• Ensure proper vendor documentation on file (W9s and COI).
• Review active vendor list to ensure accurate information.
• Assist Accounting Manager in annual 1099 filings.
• Identify and implement process improvements to increase efficiency and accuracy in AP operations.
• Assist Accounting Manager in monthly FOB Pricing Updates and Quote Setup in ERP.
• Manage the resolution of billing inquiries and disputes from customers, ensuring excellent customer service.
• Maintain customer billing accounts, ensuring proper account setup, tracking, and accuracy.
• Prepare and distribute monthly statements for customers.
• Ensure timely month-end billing close and assist with general ledger reconciliations for sales-related accounts.
• Review Active customer list to ensure accurate information.

QUALIFICATIONS

• Bachelor’s degree in Accounting, Finance, or related field strongly preferred, or equivalent experience.
• 7-10 years of experience in accounts payable, with at least 2 years in a supervisory role.
• Experience in the construction industry is strongly preferred.
• Proficiency in AP systems and ERP software (e.g., Sage, Viewpoint, or similar).
• Experience with OCR invoice processing technology is a plus.
• Strong understanding of accounting principles and general ledger coding.
• Strong organizational skills, analytical skills, attention to detail, and ability to manage multiple priorities.
• Excellent communication and interpersonal skills, with a focus on vendor relations and team collaboration.
• Problem-solving abilities, with a proactive approach to resolving AP and FOB Billing issues.
• Proficiency in Microsoft Office, particularly Excel.