Summary
This position is responsible for the following;
- Ensure that all necessary documents are attached to the invoice prior to payment.
- Maintain a complete and orderly filing system.
- Perform other duties as assigned by the Management from time to time.
Job Responsibilities
- Input all invoices data into system.
- Assist Finance Manager/ Accounting Manager with performing month end accruals for any unprocessed invoices at the end of the month.
- Check all expenses reports and payment requisitions to ensure that supporting documents are attached and proper approval have been obtained.
- To balance and reconcile Suppliers Monthly Statements to the Hotel Accounts Payable Records.
- Ensure that all payments are supported by adequate documentation.
- Follow all hotel policies and procedures pertaining to the Accounts Payable and payment procedures.
- Maintain an efficient filing system of Paid Invoices based on the vendors’ name.
- Reconcile balances of Account Payable in subsidiary ledger at the closing of each month with the General Ledger Control Account and prepare the "Aging List" of Accounts Payable.
- Maintain adequate up-to-date files for Account Payable Records and prepare monthly accruals for goods and services received but not invoices.
- Responsible for auditing and processing all invoices. Ensure all invoices are attached to an approved and authorized purchase order. Audit all extensions, approval signature and any prior payment that has been made.
- To arrange the invoices alphabetically which has been posted in the computer and put them in a temporary file until such time that it is paid.
- Prior to payment, the Accounts Payable Officer must complete all the supporting documents such as Purchase Order and Purchase Request and attach them to the invoices.
- Should be aware of the deadline for the monthly payment of taxes, water, electricity, telephone and others.
- Maintain an efficient filing system of Paid Invoices based on the vendor’s name.
- Maintain an e-filing system of the supporting documents for Assets and Liabilities schedules.
- Assist the Finance Manager/ Accounting Manager to determine the correct Expense Code.
- Assist the Finance Manager/ Accounting Manager to solve the queries from suppliers.
- To maintain files for all Paid and Unpaid Invoices. Paid Vouchers should be filed with all supporting documents and invoices attached.
- In the case of purchases through importation from outside the country, and where Letter of Credits (L/C) are required, the Accounts Payable Officer will maintain a record of all Letter of Credits and initial payments issued to the suppliers.
- To cooperate and assist with the reconciling of month-end Inventory Book Balances to actual physical counts.
