Accounts Payable Supervisor

Hot Topic & BoxLunch • Hot Topic HQ - City of Industry, CA

2d

About The Position

The Accounts Payable Supervisor leads the AP Expense and AP Merchandise teams at a fast-paced retail company. The role supervises daily invoice and payment operations in Oracle, administers the P-Card program, reviews and approves journal entries and reconciliations, and serves as an AP point person for 1099 reporting and unclaimed property. The supervisor also supports payment operations, month-end close, audit and SOX activities, and process improvement.

Requirements

• At least 5 years of full-cycle accounts payable experience, including at least 2 years supervising staff.
• Hands-on experience with Oracle or a comparable ERP for invoice processing, payments, and general ledger work.
• Strong reconciliation skills and working knowledge of GAAP and month-end close.
• Working knowledge of 1099 reporting, escheatment and unclaimed property, and payment controls such as wires, voids, and stop payments.
• Experience supporting SOX controls and external audits.
• Advanced Excel skills, including pivot tables and VLOOKUP/XLOOKUP.
• Clear written communication and a service mindset when working with vendors and internal partners.
• Retail or multi-entity and multi-location experience, including USD/CAD transactions.
• P-Card program administration experience.

Nice To Haves

• Use of AI.
• Familiarity with invoice workflow automation.
• Experience with sales/use or property tax processes.

Responsibilities

• Lead the AP team day to day by assigning work, setting priorities, and coaching and developing team members.
• Oversee invoice routing and approval workflows in Oracle Fusion.
• Review and approve department journal entries and reconciliations.
• Review supplier setups and changes for accuracy and fraud controls.
• Respond to vendor, store, and internal inquiries by email in a timely manner.
• Process payments as needed, including urgent wire requests.
• Administer the P-Card program, including ordering and canceling cards, resetting passwords, resolving cardholder issues, maintaining approval hierarchies, updating cost centers and GL codes, downloading transaction data, and sending cardholder communications twice a month.
• Serve as backup for payment functions, including check runs, ACH, and wires.
• Provide month-end commentary and variance explanations.
• Assist the AP Manager with 1099 reporting for Hot Topic and Distribution entities, including vendor W-9 review and IRS filing.
• Respond to internal and external audit requests.
• Maintain and update SOX narratives and support AP control testing.
• Initiate voids and stop payments.
• Reconcile the AP payment card and track the annual-spend rebate.
• Manage escheatment and unclaimed property filings.
• Manage non-standard vendor setups and payment types, such as foreign vendors and one-time payees.
• Identify and lead process improvements and automation opportunities in Oracle.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed