The Accounts Payable Team Leader is responsible for managing a team of employees to ensure the accurate and timely processing of vendor invoices, expenses, and payments. This role involves coordinating and improving accounting processes, maintaining compliance with internal policies and external regulations, and safeguarding data security.
The Team Leader also collaborates with other departments, provides support to business partners, and ensures employee satisfaction and development. By implementing process improvements and addressing escalations, the Accounts Payable Team Leader plays a crucial role in maintaining the efficiency and effectiveness of the accounts payable function.
Team Management
Manage the team of employees and implement the HR policy in collaboration with the HR Business Partner (recruitment, development, evaluation, training, motivational system) by:
- Conducting recruitment processes
- Setting goals and tasks and evaluating their achievement
- Planning employee development
- Motivating employees
- Providing ongoing feedback.
Process Coordination
- Coordinate, implement, and improve processes for recording, verifying, and settling accounting documents in designated areas. This includes:
- Ensuring accurate and timely processing of vendor invoices/expenses/payments
- Overseeing the verification of invoice details and resolving discrepancies
- Managing the approval workflow
- Ensuring proper documentation and compliance with internal policies and external regulations
- Implementing process improvements to enhance efficiency and accuracy
- Escalate issues as necessary to maintain process efficiency and effectiveness.
Process Assurance
Ensure that the processes under supervision are performed within the established response time, quality standards, and with the assurance of process and data security. This involves:
- Monitoring the performance of the accounts payable processes to ensure timely payments to vendors
- Ensuring adherence to quality standards and accuracy in all transactions
- Implementing controls to safeguard sensitive data and maintain confidentiality
- Regularly reviewing and updating process documentation to reflect best practices and compliance requirements
- Conducting audits and assessments to identify areas for improvement and mitigate risks.
Documentation and Procedures
Create documentation and implement processes and procedures that support efficient and accurate settlement processes (SOPs)
System Development
Actively participate in the development of systems used directly or indirectly by the team
Interdepartmental Collaboration
Collaborate with other departments to ensure the flow of information necessary for the team's proper functioning.
Business Partner Interaction
Respond to questions and complaints from business partners. Resolve reported complaints and address escalations.
Support for others
Provide support to Managers, Coordinators, and Leaders in the organization.
Compliance
- Ensure compliance with data protection laws and the organization's Information Security Policy by:
- Communicating information to the team
- Requesting and verifying access to data and IT resources for the team as appropriate for their tasks
- Monitoring the team's knowledge and application of information security standards and safe data processing practices
- Controlling adherence to standards/procedures, with particular oversight of the medical documentation issuance process
- Collaborating with the Data Protection Officer to apply and improve procedures, eliminate security incidents, and minimize their impact
Other Duties
Perform other tasks assigned by direct or indirect supervisors, in line with competencies and capabilities
Key Performance Indicators (KPIs)
Employee & Customer Satisfaction Level
- Manage the overall satisfaction of employees within the team through regular surveys and feedback.
- Manage the overall satisfaction of internal customers within the team through regular surveys and feedback.
Team Turnover Rate
- Track the rate of employee turnover within the team to ensure stability and retention.
Invoice Lifecycle in Days
- Monitor the average number of days taken to process an invoice from receipt to payment.
Paid on time
- Calculate the percentage of paid on time vendor invoices (as agreed with vendors).
Number of Complaints Regarding Quality/Timeliness
- Track the number of complaints received related to the quality and timeliness of the team's work.
Employee Efficiency (FTE Management)
- Assess the efficiency of employees in terms of Full-Time Equivalent (FTE) management.
- English level B2/C1
- Working experience as team leader (leading 7+ team with global scope)
- ERP system knowledge (preferably Oracle Fusion)
- Operational experience in Accounts Payable area and in shared service industry
- Willingness to work in a hybrid model based in the Cracow Office as a full-time employee.
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