Accounts Supervisor - AP with Procurement Support
9 months ago
What’s the job?
The Finance Supervisor - Accounts Payable supports the Hotel in optimising its financial transactions and systems. He/she is respons..
What’s the job?
The Finance Supervisor - Accounts Payable supports the Hotel in optimising its financial transactions and systems. He/she is responsible in liaising with vendors/suppliers on correspondences relating to payment matters, strengthen and grow relationships with vendors/suppliers through timely payments. The Finance Supervisor – Accounts Payable also assist in streamlining and improving the accounts payable process.
Your day-to-day
Accounts Payables Function
- Assist in coordinating the preparation of the departmental annual budget.
- Assist in monitoring and controlling departmental cost on an ongoing basis to ensure performance against budget.
- Respond to and resolve account queries.
- Collate vendors/suppliers' documentation for processing.
- Assist in Invoice posting and payments and Month end accruals.
- Build and maintain positive relationships with all internal customers and guests in order to exceed their needs.
- Maintain a filing system for account payable records.
- Respond to and resolve vendors/suppliers’ and other accounts queries.
- Collate vendors/suppliers’ documentation for processing.
- Work closely with related departments to ensure all invoices have the appropriate documentation attached and approvals prior to processing.
- Process all invoices for payment and perform vendors/suppliers’ reconciliation statements.
- Respond to and resolve vendors/suppliers and other accounts queries.
- Check arithmetic accuracy and invoices and assign general ledger codes as per chart of accounts.
- Reconcile food and beverage, general and direct items purchase between the Purchasing/ Inventory and Accounting system.
- Run giro payment / electronic fund transfer for approval on a monthly/weekly basis.
- Reconcile vendors/suppliers’ statements with establishment records and follow up on any discrepancies.
- Maintain the batch register and balance daily to general ledger.
- Generate vendors/suppliers’ aging report and ensure it balance with General ledger.
- Ensure all controls are in compliance with internal/external audit requirements.
Procurement Function
- Implement sound purchasing policies, systems and procedures in accordance with Company standards. Monitor vendors for quality, service and price through standard purchasing specifications. Obtain competitive quotations for hotel requirements and ensure that the best product is sourced and purchased.
- A minimum of three independent genuine quotations must be obtained.
- Establish contracts to ensure reduced pricing for all operating areas of the hotel.
- Receive market list from the Head Chef and arrange for delivery of the items daily.
- Ensure that all orders receiving dates are updated by the buyers according to the vendors/suppliers’ promised delivery dates.
- Ensure that all authorised or approved purchase orders are sent to their respective suppliers/vendors for delivery purposes on a daily basis.
- Ensure and verify that quotations are regularly updated, and vendors/suppliers’ new current price lists are maintained.
- Ensure the efficient operation of the Purchasing function in all aspects.
- Research and identify new products and services for the hotel in the market.
- Check explain if needed and approve delivered items discrepancy report issued by cost control regarding price and quantity order variances.
- Verify that all documentation and proper quotations are maintained and filed according to Policy and Procedure requirements.
- ·erform any other duties as assigned by the supervisor/management.
What we need from you
- Minimum Tertiary education with strong IT Proficiency especially in Hotel Systems is a must.
- Ability to work with shared service is an added advantage.
- Strong negotiating and closing skills required, along with a demonstrated ability to develop negotiation strategies for complex activities.
- Ability to evaluate legal and business risks and ramifications of proposed contractual terms.
- Consistently offer professional, engaging and friendly service.
- Minimum 5 years of purchasing/ accounting experience in the hospitality industry in similar capacity
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