Under the general guidance of the Director of Finance, the Accounts Payable is to ensure validity and accuracy of all invoices, and their appropriate allocation and timely payment. The ideal candidate will have strong attention to detail, excellent organizational skills, and a solid understanding of accounting principles. Additionally, they must possess strong communication skills to effectively liaise with vendors and internal stakeholders. Moreover, the ability to work efficiently under pressure and meet deadlines is crucial in this role. A proactive approach to problem-solving and a commitment to continuous improvement are also highly valued qualities in the Accounts Payable position.
How your day looks like?
- To ensure the hotel’s Purchase Order, Purchase Requisition, and Expense Claim procedures are maintained.
- To process daily invoices, to obtain copies of all Purchase Requisitions, Purchase Orders and Delivery Note if any for future matching to invoices.
- To liaise with the Department Manager for any discrepancy between prices on invoices compared to Purchase Orders.
- To check the accuracy of expense account allocation and post into system.
- All invoices should be formally authorized and signed by each respective department head before the payment is processed. This will ensure that the person responsible for the ordering of the good or service is aware that it has been provided and is satisfied with the amount.
- Any credit notes owed to the hotel for returns, price adjustment, etc. should be entered into the system and applied to the next payment made.
- To determine all payments due and approve them in Sun Systems.
- To ensure that only valid and authorized payables are paid via Electronic Funds Transfer (EFT) or cheque.
- To prepare system generated remittance advices, together with a system generated report summarizing the invoices and payments to be made, and cheques for the selected invoices due to payment.
- All invoices to be paid are matched to the remittances and the printed cheques and all documents are submitted to the Director of Finance and General Manager for review and signing.
- Invoices must be stamped “paid” to prevent the risk of payment duplication.
- Paid invoices with all purchase documents, including a copy of the system generated remittance advice initialed by the cheque signatories, should be filed with all payments for the month.
- To raise and input urgent cheques to be paid.
- To post all Travel Agents commission invoices, and to prepare payment for Travel Agents in a timely manner and submit them, with their supports attacked, for approval and signatures.
- To submit monthly Accounts Payable aging and unpaid invoices report to Management.
- To ensure unused blank cheques are kept in lockable and secure location.
- To maintain a cheques log of all cheques used
- To be familiar with the expense codes, budgets, and accounts dictionary.
- To assist in the preparation of any ad-hoc analysis or reports as requested by Corporate Office and/or senior finance management.
- To check for accuracy/completion and post staff reimbursement claims for paymaster.
- Undertake and complete any special projects, tasks or other reasonable request by your department head and/or Hotel Management.
How do I deliver this?
- Tell it like it is- Authentic, honest, you mean it, sincere, true.
- Have fun and make friends - fun, energetic, whimsical, upbeat, “wink", casual.
- I've got your back- Accountable, responsible, makes up for own promises, knows how to take ownership, follows - thru, dependable.
- Play to win - Original, cutting edge, new, "outside the box”; open to new possibilities, different.
- Right here, right now - Attentive, detail-oriented, always focused, always in the moment, precise, owns the guest.
