AP Supervisor (Property Management)

Job Description Job Description Accounts Payable Supervisor La Jolla Area Position Overview The Accounts Payable Supervisor plays a key role in supporting the financial and operational integrity of a real estate and property management organization. This position oversees the full accounts payable cycle, ensures adherence to company procedures, and provides leadership to AP specialists. The Supervisor partners closely with property staff, accounting, operations leadership, and external vendors to maintain accuracy, compliance, and efficiency across all payables‐related functions.

Key Responsibilities Leadership & Team Development Supervise, train, and mentor Accounts Payable Specialists to ensure high performance, accuracy, and adherence to company standards. Establish clear expectations, provide ongoing coaching, and support professional development within the AP team. Promote a collaborative, solutions‐oriented environment that supports operational excellence.

Accounts Payable Operations Oversee daily invoice processing, ensuring timely approval, proper coding, and compliance with internal approval workflows. Review and approve supply orders and verify proper documentation for all payables (“Review, approve and code supply orders.”). Ensure property staff follow established procedures for purchase orders, invoice entry, and vendor setup requests (“Ensure proper procedure is being followed by property staff...”).

Audit petty cash reimbursements, holiday fund advances, eviction advances, and other financial transactions for accuracy and policy compliance. Commit checks for SODAs, consistent with the original duty to support SODA‐related payment processing. Support management company bill‐backs, including payroll, postage, time clocks, insurance, and other shared expenses.

Vendor Management & Compliance Oversee new vendor setup and ensure all required documentation and approvals are obtained (“Obtain proper documentation and approval to create a new vendor.”). Maintain vendor contracts and ensure liability and workers’ compensation insurance certificates remain current for all on‐site vendors (“Maintain ‘current’ liability and workers compensation insurance certificates...”). Apply heightened vendor scrutiny by verifying contract terms, monitoring compliance, and ensuring vendors meet company standards before approval.

Resolve vendor issues including payment discrepancies, penalties, late fees, and address corrections (“Resolve all vendor issues...”). Issue annual 1099s and manage follow‐up on IRS notifications. Complete credit applications and support vendor qualification processes.

Cross‐Departmental Collaboration Maintain strong, positive communication with vendors, property staff, accounting team members, and Regional Managers (“Keep a healthy and positive line of communication...”). Support executive leadership with select personal or corporate bill management for Don’s bills only , consistent with the updated practice. Qualifications Required 5+ years as accounts payable supervisor experience, preferably in real estate or property management Prior supervisory or team‐lead experience Strong understanding of accounts payable workflows and vendor compliance High level of accuracy, organization, and attention to detail Excellent communication and interpersonal skills Proficiency in accounting software and Microsoft Office Suite Preferred Experience with Yardi or similar property management systems Knowledge of multi‐entity accounting environments Familiarity with 1099 processing and IRS compliance