Accounts Payable Coordinator - Finance

Hard Rock Hotel & Casino Ottawa; Bristol (TN); On-site; USD 19,000 - 26,000; Full time

Job summary

Hard Rock Hotel & Casino Ottawa is seeking an Accounts Payable Clerk to manage cross-functional invoicing, payments, and vendor relations. The role emphasizes accuracy, timely processing, and adherence to company policies and regulations.

The ideal candidate has at least 2 years of AP experience, strong math and Excel skills, and the ability to work under pressure while maintaining attention to detail.

Qualifications

• High school diploma or equivalent required.
• 2+ years AP processing experience with invoices and purchase orders preferred.
• Proficient in Excel, Outlook, Word and Adobe software.
• Strong mathematical skills and attention to detail.

Responsibilities

• Document conversations or special circumstances pertinent to an invoice in the AP system for future reference.
• Ensure that PO/invoice information matches before routing for payment.
• Process invoices timely to take advantage of terms and discounts offered.
• Flag invoices requiring special payment handling.
• Ensure that invoices requiring tax handling are processed correctly.
• Post payment batches, stop payments, voids, and invoice reversals.
• Assist Vendors and Clients with inquiries regarding issues of payment.
• Maintain vendor documentation and updates in the Accounting System.

Skills

Under pressure

Multitasking

Deadline management

Customer service

Interpersonal skills

Mathematical skills

Education

High School diploma

Tools

Microsoft Excel

Outlook

Word

Adobe software

Job description

Our team members are the key to our company’s success, and their health and well-being, as well as that of their families, is very important to us. We offer a comprehensive benefits package that allows our team members stay healthy, plan for their future and maintain a healthy work-life balance. Benefits may vary with employment status. To see our fill list of Team Member Benefits please visit our career site: www.gotoworkhappy.com/benefits

At Hard Rock we are a diverse group of team members who possess a friendly disposition, attention to detail and an unwavering dedication to superior guest service. Hard Rock is committed to providing the best experience any customer can have, so exceptional guest service is our #1 priority, and our team members are our most valuable asset.

The Accounts Payable Clerk position is responsible for working in a cross-functional environment which includes: invoicescanning/indexing/processing,vendor/client payments, and relations processing.

The AP Clerk must complete these duties with accuracy, efficiency, and in accordance with team and company procedures, policies, state and federal regulations and statutes.

Essential duties include, but are not limited to:

• Document conversations or special circumstances pertinent to an invoice in the AP system for
• Future reference
• Ensure that PO/invoice information matches before routing for payment
• Ensure that invoices are processed timely to take advantage of terms and discounts offered
• Ensure that invoices requiring special payment handling are flagged
• Ensure that use tax, if applicable, is calculated
• Ensure the accuracy of general ledger coding
• Follow up on status of exceptions pending buyer resolution
• Follow up on status of invoices pending property approval
• Ensure that controls are maintained to prevent duplicate payments
• Insert and meter AP checks
• Post payment batches, stop payments, voids, and invoice reversals
• Print and distribute AP checks
• Route checks for manual signature, if necessary
• Submit positive pay file to the bank and ensure receipt
• Assist Vendors and Clients with inquiries regarding issues of payment
• Ensure all vendor documentation and updates are maintained
• Ensure that Vendor is set up correctly in the Accounting System
• Ensure that accurate, organized, and current AP records are maintained and record retention
• requirements are met in accordance with company policies
• Work with AP Leader to research, test, plan, design, and enhance workflow systems and
• Processes
• Review and recommend new or revised practices and procedures to maximize the effectiveness of the AP function while protecting company assets
• Notify AP Leader immediately of irregularities or errors
• Analyze irregularities related to invoice processing, payment processing, vendor setup, and other related scenarios
• Assist AP Leader in formulating action plans to identify and reduce the number of errors
• Make recommendations for operational enhancements that would provide for more streamlined processes or compliance while maintaining maximum customer service to all vendors/clients
• Assist with special projects as requested

Experience:

• High School diploma or equivalent
• At least 2 years’ of previous AP processing experience reconciling invoices to receipts/purchase orders, preferably using an integrated AP workflow application
• Demonstrate strong mathematical skills
• Demonstrate organizational skills to function effectively while maintaining attention to detail and meeting established deadlines
• Possess working knowledge of Microsoft Excel, Outlook, Word and Adobe software, including spreadsheet construction, use of formulas and formatting

Knowledge, skills, and abilities:

• Ability to work effectively under pressure, multi-task, and meet established deadlines
• Ability to work within a fast-growth environment with changing priorities
• Ability to read, analyze, and evaluate reports
• Excellent customer service skills
• Have interpersonal skills to deal effectively with all levels of team member

Ability to establish and maintain effective working relationships with the general public, co-workers, STOF’s officials, and elected members

Physical Demands and Work Environment:

• Duties and responsibilities are typically performed in a professional office setting, but there may be times where you will need to be in operating areas. In these areas, you may be exposed to environmental factors including, but not limited to, second hand smoke and excessive noise.
• While performing the duties of this job, the employee is frequently required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms, talk or hear; and taste or smell. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close, distance, color, and peripheral vision, depth perception and ability to adjust focus.

Disclaimer

While this is intended to be an accurate reflection of the current job, management reserves the right to revise the current job or to require that other or different tasks be performed when circumstances change, (e.g. emergencies, changes in personnel, workload, rush jobs or technical developments).

PAY RANGE:

$14 - $19/Hourly