AP Operations Lead

KEY RESPONSIBILITIES

• ACCOUNTS PAYABLE OPERATIONS MANAGEMENT
• Manage the complete accounts payable cycle from invoice receipt to payment disbursement
• Oversee processing of 2000+ construction-related invoices monthly including material suppliers, subcontractors, and service providers
• Ensure accurate job costing by verifying proper allocation of expenses to respective projects and cost centers
• Review and approve payment runs (weekly / bi-weekly) ensuring adherence to payment terms and cash flow requirements
• Manage vendor master data, ensuring accurate vendor setup with proper GST registration verification and Form 16 documentation
• Reconcile vendor statements monthly and resolve discrepancies promptly
• Prepare and review aged payables reports and manage outstanding payment schedules
• CONSTRUCTION-SPECIFIC PAYABLES
• Process and manage subcontractor payments with proper verification of work completion certificates
• Handle retention money accounting for subcontractors (typically 5-10% of contract value) and ensure timely release post completion
• Process Running Account (RA) bills for works contractors ensuring GST compliance
• Coordinate with project managers for payment approvals based on work progress and completion certificates
• Manage advance payments to suppliers / contractors and track adjustment against invoices
• Handle material procurement payments with proper verification against purchase orders and goods receipt notes
• GST COMPLIANCE & TAX MANAGEMENT
• Ensure 100% GST compliance for all construction services and material procurement
• Verify GST invoices for correctness of GSTIN, HSN / SAC codes, and applicable tax rates
• Manage input tax credit (ITC) reconciliation and maintain proper documentation for claims
• Coordinate GST filings (GSTR-2A / 2B reconciliation) with tax team
• Handle TDS deductions on contractor / professional payments and coordinate TDS return filing
• Maintain vendor compliance documents including GST certificates, PAN, and other statutory registrations
• Ensure proper accounting of retention money under GST regulations
• TEAM LEADERSHIP & SUPERVISION
• Lead, mentor, and supervise the AP team (2-4 members including AP Assistants)
• Assign work, monitor workload distribution, and ensure high productivity levels
• Conduct performance reviews and provide ongoing training and development
• Implement cross-training initiatives for business continuity
• Foster a collaborative and high-performance team culture
• PROCESS IMPROVEMENT & CONTROLS
• Develop and implement AP policies, procedures, and internal controls
• Identify opportunities for process automation and efficiency improvements
• Establish and monitor KPIs including invoice processing time, error rates, and payment cycle time
• Ensure strong internal controls to prevent duplicate payments, fraud, and errors
• Drive vendor payment automation and electronic payment initiatives
• FINANCIAL REPORTING & MONTH-END CLOSE
• Lead AP activities during month-end and year-end closing processes
• Prepare monthly AP aging reports, cash flow forecasts, and payment projections
• Record accruals for work completed but not yet invoiced
• Coordinate with project accounting team for proper revenue and cost matching
• Support external and internal audits by providing documentation and explanations
• VENDOR & STAKEHOLDER MANAGEMENT
• Build and maintain strong relationships with key vendors, subcontractors, and suppliers
• Resolve escalated vendor disputes, payment issues, and invoice discrepancies professionally
• Negotiate payment terms and assist procurement with vendor selection when needed
• Serve as primary point of contact for vendor payment inquiries
• Collaborate with procurement, project management, and finance teams
• BANK GUARANTEE & SECURITY MANAGEMENT
• Track bank guarantees issued to clients and received from subcontractors
• Monitor expiry dates and coordinate renewals / releases
• Maintain register of security deposits, margin money, and fixed deposit linkages

QUALIFICATIONS & REQUIREMENTS

Educational Qualifications

Technical Skills

Soft Skills & Competencies