AP Research and Vendor Management Supervisor

Description     Job Responsibilities 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. Essential Duties & Responsibilities Leadership & Team DevelopmentSupervise, 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 OversightOversee 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 & ControlsEnsure 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 & SystemsTrack 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 & CommunicationServe 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 FirstService 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.  Supervisory Responsibilities  Directly supervises AP Coordinators. Education & Experience 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.  Knowledge, Skills & Proficiencies  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, including a working knowledge of complex Excel actions (e.g. pivot tables, v-lookups).Excellent oral presentation and written communication skills.  Tools & Equipment Used  Computer and peripherals, standard and customized software applications and tools, and usual office equipment. Physical Requirements & Working Environment  This position works under usual office conditions. The employee is required to work at a personal computer as well as be on the phone for extended periods of time. Must be able to stand, sit, walk and occasionally climb. The incumbent must be able to work extended and flexible hours and weekends as needed. Physical demands include ability to lift up to 30 lbs. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.  Travel  Work may involve minimal travel, though it is generally not expected.Disclaimer The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.  Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics. Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company. Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel national_recruiting@fsresidential.com. Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national_recruiting@fsresidential.com; we will respond in accordance with Local Law 144, within 30 days.