Accounts Payable Supervisor

About the role

The Accounts Payable Supervisor (the “Supervisor”) will work closely with the Accounts Payable leadership team to support the day-to-day administration and execution of accounts payable capabilities. This role plays an important part in ensuring day-to-day system stability, operational consistency, and adherence to established automation standards, while serving as a subject-matter expert for Invoice Management System (IMS) administration and administration of the applicable utility-payment platform(s).

Responsibilities

• Administer established governance standards for workflows, user entitlements, approval routing, and configuration changes, partnering with Technology teams, the IMS vendor, and regional stakeholders to support system reliability, automation, and processing efficiency.
• Manage utility-payment operations, including the applicable utility-payment platform(s), supporting onboarding and offboarding of properties, bank accounts, and utility vendors to ensure accurate account setup and deactivation, automated invoice capture, and timely payment execution; collaborate with Accounts Payable, Treasury, General Ledger, and Transitions teams to mitigate risk and prevent post-transition payment issues or unintended debits.
• Deliver high quality customer service to internal and external stakeholders, supporting client retention efforts and assisting with the onboarding of new clients by ensuring stable, accurate, and responsive AP system and payment operations.
• Maintain working knowledge of regulatory, compliance, and operational requirements that impact accounts payable processes, systems, and client payment activities, escalating risks or issues as appropriate.
• Support a strong control environment by adhering to established policies and procedures, identifying process gaps, and recommending improvements that enhance efficiency, accuracy, and risk mitigation.
• Conduct periodic audits of user access and workflows to ensure proper roles, permissions, and routing are maintained, and that inactive or terminated user accounts are promptly deactivated to support a strong control environment.
• Support the standardization and functionalization of key Accounts Payable areas, including IMS administration, vendor management, and transactional functions (invoice and payment processing), in alignment with Shared Services objectives.

Leadership

• Manage and support day-to-day people leadership activities for Accounts Payable teams, including onboarding, coaching, performance management, and employee development, in partnership with HR and functional leadership.
• Lead teams responsible for supporting IMS administration and system supported AP processes, ensuring work is completed accurately, consistently, and within established service timelines.
• Track and analyze service levels and operational metrics, including productivity, quality, and efficiency, and implement corrective actions or escalate trends as needed.
• Work closely with cross-functional teams (General Ledger, Operations, Accounts Receivable, Community Management) to resolve operational issues, coordinate dependencies, and support delivery of AP services.
• Support change initiatives and operational improvements, helping teams adapt to new processes, systems, or service expectations while maintaining service continuity.
• Build strong working relationships across teams, encouraging collaboration, clear communication, and accountability at the operational level.

Business Process Improvement

• Maintain and execute current state and future state process documentation, manuals and SLAs.
• Apply established best-practice design standards during system configuration, enhancements, and operational changes, supporting consistent adoption across regions and teams.
• Create and update end-user training materials and support communication/training rollout.
• Coordinate business requirements with Technology, supporting testing and deployment to meet operational needs.
• Report on key metrics to track productivity, adoption, and operational performance.
• Coordinate cross-functional readiness and execution to meet department goals and service targets.

Additional Duties

• Oversee the client onboarding and off-boarding process as it relates to the Accounts Payable functions.
• Resolve issues and provide guidance to team members independently.
• Ensure consistent policies and practices are followed.
• Demonstrate understanding of internal controls and segregation of duties requirements to drive implementation of best practices.
• Prepare and maintain procedures for specific job duties.
• Liaison with IT and other departments on various projects, initiatives, and process improvements impacting the Accounts Payable functions.
• Practice and adhere to FirstService Residential Global Service Standards.
• Anticipate needs across the company and manage department resources to provide timely and reliable service to internal customers; prioritize and communicate when workload or requests for support exceed departmental capacity.
• Safeguard the company's assets.
• Participate in special projects as needed & other duties as assigned.

Skills & Qualifications

• Hold oneself and team accountable for delivering on business goals.
• Strong interpersonal and organizational skills with the ability to manage multiple priorities.
• 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, including an ability to create growth plans for the accounting team members.
• Excellent relationship skills with external and internal clients; is persuasive and patient, listens well and is willing to address concerns with colleagues in a straightforward, open, honest, and respectful manner.
• Strong knowledge of Microsoft Applications, especially Word and Excel (e.g., Pivot Tables, VLOOKUP).
• Strong analytical skills to perform data collection and benchmarking against best practices.
• Manage in a no-surprises manner; proactively communicate financial issues to leaders.
• Ability to communicate clear direction and priorities to the team, and support change management initiatives that bring people, process, and technology together to deliver quality financial services customer experience.
• Passion for gaining efficiency through process change while creating a positive team environment where we can recruit, develop, and retain talent.
• Comfort with rolling out new technologies, automation, and outsourcing to third parties to improve accuracy, timeliness, and maximize efficiencies a must.
• Working knowledge of financial accounting and the Condo/HOA industry.
• Sound business acumen and the ability to present practical solutions is a key requirement.
• Familiarity with projects focused on the implementation of new enterprise-wide technology platforms.

Education And Experience

• Associate’s or Bachelor’s degree in Business Administration or related field preferred, or equivalent relevant experience.
• Experience supervising or leading high-volume transaction processing teams, with hands-on responsibility for operational execution and service delivery.
• 2-4 years of people leadership or team lead experience, with accountability for operational performance, process execution, and day-to-day delivery.
• 3+ years of experience in accounts payable, invoice processing, or vendor management operations, including exposure to invoice management system (IMS) administration.

Physical Requirements & Working Environment

• The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• 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.
• Supervisory Responsibilities: Lead a team across several regional offices. Ensure personnel meet all service level expectations and escalate/resolve any performance issues with the appropriate leader.
• The Supervisor will be responsible for building a strong team culture rooted in accountability, and supporting a scalable organization that can serve client growth and retention.
• Tools & Equipment Used: Computer and peripherals, standard and customized software applications and tools, and usual office equipment.

About Us

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada. Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development. Experience exceptional service with a fulfilling career in property management with FirstService Residential. To learn more about our company and culture, please visit www.fsresidential.com/california.

Disclaimer

The above information in 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. FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment with no discrimination based on race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected characteristic as outlined by federal, state, or local laws.