Accounts Payable Manager

The Hotel at Auburn University; Auburn (AL); On-site; USD 55,000 - 85,000; Full time

Job summary

The Hotel at Auburn University is seeking an Accounts Payable Manager to supervise the procure-to-pay process after purchases or contracts are executed. The role includes updating POs, managing licenses and vendor data, and coordinating with the regional finance team.

You will handle tax filings, allocate shared expenses, manage contracts, reconcile accounts, and support GL questions. Strong accounting software skills and discretion handling confidential data are required.

Qualifications

• High school diploma required; Business or Accounting degree preferred.
• Customer service experience required; Hotel Accounts Payable experience preferred.
• CAPP certification preferred.

Responsibilities

• Update all purchase orders and align budgets with forecasts.
• Maintain licenses and permits; ensure renewals and compliance.
• Establish data security and validate vendor data.
• Prepare, reconcile and file monthly sales, lodging and use tax.
• Allocate shared system expenses and post reimbursements.
• Manage service and maintenance contracts; track terms.
• Assist division leaders with GL questions.
• Process credit memos and ensure proper period coding.
• Reconcile prepaid balance sheets and upload backups to FloQast.
• Coordinate weekly check runs with regional finance leadership.

Skills

Organizational skills

Communication skills

Confidential records handling

Accounting knowledge

Accounting software proficiency

Education

Business or Accounting degree preferred

CAPP certification preferred

Tools

FloQast

Trident/Poseidon

Accounting software systems

Job description

Job Summary:

The Accounts Payable Manager will supervise and contribute to the procure to pay process once purchases have been made or contracts executed.

Supervisory Responsibilities:

• Accounts Payable Clerk

Duties & Responsibilities:

• Update all purchase orders. Update the quarterly budgeted expenses based on the forecast submitted to the corporate offices.
• Maintain Licenses and Permits for all entities to ensure renewals are submitted in a timely manner and all regulatory compliance is met.
• Establish and maintain procedures to ensure data security and validation of new vendor information.
• Prepare, reconcile and file monthly sales, lodging and use tax, ensure proper recording in Accounting System.
• Prepare allocation of shared system expenses across entities and post reimbursable expenses into appropriate company codes.
• Manage Service and Maintenance Contracts - tracking, expirations, owner, terms through Trident/Poseidon or current software.
• Assist division leaders with GL questions.
• Solicit and process any credit memos due to the hotel.
• Ensure invoices are entered in the proper accounting period, verify and code prepaids as necessary for future period expenses.
• Reconcile all prepaid balance sheet accounts and attach all appropriate backup and copies and upload to FloQast.
• Coordinate check runs on a weekly basis with the Regional Director of Finance and property level Controllers.
• Maintain sufficient supply of checks and initiate a PO when a re-order is necessary.
• Assist AP Clerk as needed to reconcile/research all vendor statements.
• Obtain & enter 1099 data for all unincorporated vendors.
• Prepare and mail all 1099s.
• Provide hotel credit information, FEIN #, and W-9 copy to all vendors as requested.
• Handle any vendor requests that come in via email or phone.
• Each associate is expected to carry out all reasonable requests by management which the associate is capable of performing.
• Performs other related duties as assigned.

Required Skills & Abilities:

• Excellent organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to maintain confidential and meticulous records.
• Knowledge of economic and accounting principles and practices, the financial markets, banking, and the analysis and reporting of financial data.
• Highly proficient with computers and must be able to easily learn accounting software systems.

Education & Experience:

• High school diploma required; Business or Accounting degree is preferred.
• Customer service experience is required, Hotel Accounts Payable experience is preferred.
• Certified Accounts Payable Professional (CAPP) certification preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

An Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.