Accounts Payable Clerk

Maintain a system of purchase orders, receipts, invoices and cheque requests in order to promptly and adequately support, document and process for payment all hotel payables according to the company s policies and procedures.

To ensure payments are made in a timely and accurate manner; all relevant records are completed and accurately posted; accurate aging of all accounts which are reconciled to the General Ledger control account.

KEY ROLES & RESPONSIBILITIES

• Verify that all invoices are supported by duly approved purchase orders when applicable, signed receiving documentation and/or the approval of authorized management personnel.
• Ensure invoices have relevant documents such as PO, AFE, Contract etc.
• Verify the invoices to check the unit of issue, unit price, quantity, extension against the hotel purchase order and receiving advice.
• Code invoices to the appropriate general ledger account and submit to Chief Accountant for verification.
• Obtain approval for invoices from the appropriate department prior to processing the invoice on the accounts payable system.
• Ensure invoices without relevant supporting documents are approved by respective Department Heads or Division Heads.
• Ensure invoices are correctly posted into the system either manually or through the FMC upload file.
• Maintain an approved up-to-date vendor/supplier database on the accounts payable system.
• Print & submit cheques with all supporting documents to the Director of Finance & General Manager for their signatures.
• Prepare manual cheques as they are required if directed by the Director of Finance or Assistant Financial Controller.
• Maintain a close working relationship with the purchasing, receiving and cost control staff.
• Reconcile main vendor statements monthly in order to ensure that the account is kept current.
• Check vendor statements as they are received and resolve all discrepancies directly with the vendor.
• Maintain alphabetical files by vendor containing complete invoices and back up attached to the cheques for efficient access after payment. All filing is to be kept current.
• Ensure all expenses for the month are posted.
• Prepare list and back-up for accruals (invoices received after closing and goods and services received but not yet invoiced).
• Run the required reports at month end and ensure that the aging is balancing with the GL.

• Diploma holder would be preferred.
• Knowledge of Microsoft Office mainly EXCEL & WORD.
• Knowledge of any accounting system will be an advantage.

EXPERIENCE

• Minimum of 2-3 years experience in accounting with at least 1 year in A/P in a Hotel.