Accounts Payable Supervisor

Job Overview
Theory Wellness is seeking an experienced and highly organized Accounts Payable Supervisor to lead the Company's Accounts Payable operations across multiple states and business entities. This role is responsible for ensuring timely and accurate processing of invoices and vendor payments, maintaining strong internal controls, managing AP staff and offshore resources, and driving continuous improvement within the procure-to-pay cycle.

The ideal candidate is process-oriented, thrives in a high-volume environment, and possesses strong leadership skills with the ability to build scalable systems that support a growing multi-state organization.

Key Responsibilities
Accounts Payable Operations

• Supervisor all aspects of the Accounts Payable function across multiple entities and locations
• Oversee invoice intake, coding, approvals, vendor setup, payment processing, and vendor communications
• Ensure invoices are processed accurately and paid in accordance with agreed-upon payment terms
• Monitor AP aging and proactively address overdue invoices, payment disputes, and vendor escalations
• Review and approve payment batches including ACH, wire, and check payments

Vendor Relations & Procurement Partnership

• Serve as the primary accounting liaison for vendors and external partners
• Partner closely with Supply Chain, Procurement, Operations, and department Leaders to improve purchasing workflows and vendor management practices
• Maintain vendor master files and oversee vendor onboarding, including W-9 collection and compliance documentation
• Oversee the reconcile vendor statements and investigate discrepancies
• Supervise recurring payment schedules and contractual payment obligations

Corporate Credit Card & Expense Management

• Own administration of all corporate credit card programs
• Monitor card usage, enforce company spending policies, and review cardholder compliance
• Ensure timely collection, coding, and reconciliation of receipts and supporting documentation
• Oversee employee expense reporting processes and ensure proper allocation of expenses across departments, locations, and entities
• Partner with department leaders to improve spending visibility and accountability

Financial Close

• Ensure timely resolution of discrepancies between invoices, receipts, purchase orders, and vendor statements
• Support month-end and year-end close processes through accurate accruals and AP reporting
• Partner with the Accounting team to ensure completeness and accuracy of liabilities

Team Leadership

• Supervise AP Specialists, Coordinators, and offshore AP support resources
• Oversee AP inbox management and workflow assignment across all operating states
• Establish KPIs, service levels, and productivity metrics for the AP function
• Train and develop team members while promoting accountability and continuous improvement
• Conduct workload planning and resource allocation to support business demands

Process Improvement & Automation

• Own the AP roadmap and continuous improvement initiatives
• Lead initiatives to improve efficiency, accuracy, and scalability within AP operations
• Support and optimize AP automation tools, workflows, and approval routing systems
• Develop and maintain standard operating procedures and process documentation
• Partner with leadership to implement AI and technology solutions that improve invoice processing, reporting, and vendor management
• Identify bottlenecks and recommend solutions to improve processing times and reduce manual effort

Cash Planning & Vendor Management

• Collaborate with Accounting and Finance leadership to provide visibility into upcoming cash requirements
• Support weekly and monthly payment planning activities
• Develop strong vendor relationships and serve as the primary escalation point for payment inquiries
• Ensure critical vendors are monitored and payment priorities are communicated appropriately

Compliance & Internal Controls

• Ensure compliance with Company policies, approval matrices, and authorized signatory requirements
• Maintain complete audit trails and support documentation
• Support internal and external audit requests related to Accounts Payable activities

Reporting & Metrics

• Develop and maintain AP dashboards and reporting metrics
• Track invoice volume, payment cycle times, aging trends, vendor disputes, and team productivity
• Provide regular reporting and recommendations to Accounting leadership
• Support month-end accrual processes by ensuring completeness of liabilities and invoice activity

Qualifications
Preferred

• Bachelor's degree in Accounting, Finance, Business Administration, or related field
• 5+ years of Accounts Payable experience
• 2+ years of supervisory or management experience
• Experience managing high-volume invoice processing environments
• Strong understanding of AP controls, payment processes, and vendor management
• Advanced Microsoft Excel skills
• Exceptional organizational, communication, and problem-solving skills

Experience - nice to have

• Experience within cannabis, manufacturing, retail, distribution, or other highly regulated industries
• Experience with Intuit Enterprise Suite (IES), QuickBooks Online, MineralTree, MainStem, or similar ERP and AP platforms
• Experience managing offshore or outsourced AP resources
• Experience implementing AP automation and workflow tools

Success Measures
The Accounts Payable supervisor will be evaluated on:

• Invoice processing accuracy and timeliness
• Reduction of aged payables and payment exceptions
• Vendor satisfaction and response times
• Payment cycle efficiency
• Compliance with internal controls and approval requirements
• Process improvement and automation achievements
• Team productivity and development
• Accuracy of AP reporting and accrual support

Why Join Theory Wellness?
Theory Wellness is an employee-owned company committed to operational excellence, accountability, and innovation. This role provides an opportunity to lead a critical business function, implement meaningful improvements, and help shape the future of Accounts Payable operations across a growing multi-state organization.

Pay: From $90,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Stoneham, MA 02180