Accounts Payable Supervisor

Grow your career with Remco! A leader in transportation, warehousing, and logistics, Remco offers great opportunities to grow your career with a dynamic and growing team. Apply today — we would love to see your resume! Duties and Responsibilities Team Supervision & Development • Supervise, train, evaluate, and develop all AP team members on a day-to-day basis; set clear daily and weekly productivity expectations and monitor output against those targets. • Conduct daily check-ins with the AP team to review workload, resolve issues, and ensure all assigned tasks are on track for completion by end of day. • Maintain and distribute a weekly AP output report to the Controller, tracking invoices processed, payments released, aged items, and outstanding exceptions per team member. • Own the training plan for all AP staff, including onboarding of new team members, cross-training within the team, and ensuring each staff member is competent in their assigned processes before being left to work independently. • Identify and address performance gaps within the team promptly; escalate persistent issues to the Controller with documented evidence. • Ensure adequate coverage and continuity within the AP function at all times, including during absences. Weekly AP Review & Payment Process • Prepare the weekly AP approval file for all Remco divisions; ensure every item in the file is reviewed, commented, and either selected for payment with a documented rationale or flagged for deferral with an explanation before submitting to the CFO for approval. • Ensure that no AP file is submitted for CFO approval without a complete review — all past-due items must have a comment, all selected items must have a clear payment rationale, and all exceptions must be flagged. • Coordinate and process the weekly payment run (EFT, wire transfers, cheques) once CFO approval is received; ensure payments are released accurately and on time. • Verify all payment details before release: correct bank account, correct currency (CAD/USD), correct vendor, and correct amount. • Maintain a payment tracking log and confirm remittances are sent to vendors and carriers promptly. Vendor Portfolio — Direct Management Responsibility • Maintain direct personal accountability for an assigned portfolio of vendors and interline carriers, including relationship management, invoice processing, dispute resolution, and payment coordination. • Build and maintain strong, professional relationships with assigned vendors and interline carriers; act as the primary point of contact for all invoice and payment inquiries within the portfolio. • Reconcile assigned vendor statements monthly; identify and resolve discrepancies, duplicate charges, missing invoices, or pricing errors promptly. • Negotiate payment terms, resolve billing disputes, and escalate unresolvable issues to the Controller with a clear summary and recommended resolution. • Ensure that interline carrier invoices are matched to load confirmations, PODs, and rate agreements before approval; flag any rate discrepancies or unauthorized charges for review. • Monitor payment performance for assigned vendors; flag any vendors at risk of service disruption due to outstanding balances and ensure the Controller and CFO are informed in advance. Full-Cycle AP Processing & Controls • Oversee and perform full-cycle AP processing including invoice receipt, three-way matching (invoice, PO/load confirmation, receipt), coding, approval routing, and posting. • Ensure all invoices are coded to the correct division, cost centre, and general ledger account; review team coding for accuracy on a daily basis. • Maintain strict internal controls over the AP function including segregation of duties, approval authority compliance, and duplicate payment prevention. • Review and approve all credit memos, write-offs, and adjustments within the AP function before posting. • Monitor the AP aging report weekly; proactively identify and address items approaching 60+ days and ensure nothing ages past 90 days without a documented plan. • Ensure all intercompany payables between Remco divisions are properly identified, coded, and matched to the corresponding intercompany receivable for month-end elimination. Month-End Close & Reporting • Lead the month-end AP close process; ensure all vendor invoices received by the cut-off date are posted and all accruals for uninvoiced goods and services are prepared and submitted on time. • Prepare and submit the month-end AP accrual schedule to the Controller by the required close deadline. • Reconcile the AP sub-ledger to the general ledger at month end and investigate and resolve any variances. • Prepare the monthly AP aging report by division for Controller and CFO review; provide written commentary on any items requiring attention. • Support the annual external audit and review engagement by preparing AP working papers, vendor reconciliations, and responding to auditor queries on a timely basis. Transportation & Carrier AP • Oversee the matching and processing of all carrier and broker invoices across the Load Broker and K Town divisions; ensure linehaul invoices are matched to TMW/TruckMate load records before approval. • Manage the interline carrier invoice process; ensure all interline billing is reconciled against carrier rate cards, load confirmations, and delivery confirmations before payment. • Coordinate with the Load Broker operations team on disputed carrier invoices; maintain a dispute log and ensure all disputes are resolved or escalated within 30 days. • Monitor fuel surcharge invoices, accessorial charges, and detention billings for accuracy; flag anomalies to the Controller. • Monitor and resolve open PO purchase order issues in conjunction with the operation and garage departments. • Ensure TMW invoice integration or AP workflows tied to the TMS for paperless. Compliance, Policies & Process Improvement • Develop, document, and maintain AP standard operating procedures (SOPs) for all key processes; ensure SOPs are current, accessible to the team, and followed consistently. • Ensure compliance with all applicable tax, regulatory, and company policy requirements, including GST/HST input tax credit documentation and USD payment reporting. • Identify opportunities to improve AP processes, reduce processing time, eliminate manual work, and strengthen controls; present recommendations to the Controller. • Facilitate internal and external audits by providing required AP documentation, reconciliations, and support in a timely manner. • Other duties that may be assigned by supervisor. Requirements and Qualifications • Post-secondary degree or diploma in Accounting, Finance, or Business Administration is required. • CPA designation or active enrolment in the CPA PEP program is a strong asset. • Minimum 5 years of full-cycle accounts payable experience, with at least 2–3 years in a supervisory or lead capacity, including managing AP staff. • Experience in a transportation/ logistics environment and multi-entity or multi-division is strongly preferred. • Demonstrated experience managing vendor and carrier relationships, including dispute resolution and statement reconciliation. • Prior experience with carrier invoice matching and interline billing in a freight or trucking environment is a significant asset. • Experience with TMW, TruckMate, or similar transportation management systems is an asset. • Experience with Microsoft Dynamics Great Plains or similar accounting software is an asset. • Proven experience preparing AP files for management review and approval. • Experience in multi business, multi divisional, mule currency environment. • Experience in vendor statement reconciliation volumes, and cross-border (USD) AP. • Advanced proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, aging analysis). • Experience with EFT, wire transfer, and cheque payment processing. • Familiarity with CAD and USD payables and intercompany AP. • Stro