Accounts Payable Supervisor

Responsible for processing all invoices and authorized check payments to hotel vendors in accordance with hotel standards. Reconciles daily statements and month-end balancing of payables.

JOB OVERVIEW:   

     Responsible for processing all invoices and authorized check payments to hotel vendors in accordance with hotel standards.  Reconciles daily statements and month-end balancing of payables.

Qualifications:

Essential:                     

• High school graduate.
• Ability to communicate in English with guests/visitors/vendors and hotel staff to their understanding.
• Ability to provide legible communication.
• Ability to compute mathematical calculations.

  Desirable:        

• College degree, Finance major.
• 2–3-year(s) Finance experience.
• Certification of previous training in computers.
• Experience with computers, calculators or word processors.
• Fluency in a second language, preferably.

ESSENTIAL JOB FUNCTIONS:

• Maintain complete knowledge of and comply with all hotel/departmental policies and procedures.
• Maintain complete knowledge of property management system and manual procedures.
• Maintain complete knowledge of correct maintenance and use of equipment; use equipment only as intended.
• Set up and organize workstation with designated supplies, forms and resource materials; always maintain cleanliness.  Report shortages to supervisor.
• Answer telephone within 3 rings, using correct salutations and telephone etiquette.
• Maintain accurate files on all authorized purchase orders according to Finance procedures.
• Review open P.O.'s and resolve with Purchasing Agent.
• Match receiving invoices to authorized P.O.'s and review accuracy of charges; reconcile differences with Purchasing Agent and/or vendor.
• Review vendor statements and reconcile any disputes.  Resolve any invoices which are beyond the acceptable terms for payment.
• Prepare authorized invoices for payment to vendors according to Finance procedures.
• Balance food and beverage invoices with Daily Receiving Report.
• Follow up on goods received without invoices.
• Create new vendor accounts in system and update vendor master accounts.
• Verify ledger codes, batch invoices and post invoices following system procedures and Finance policies.
• Print checks and attach to matched documentation; distribute to designated personnel for authorized signature.
• Receive manual check requests and verify accuracy of information and authorized approvals; input into vendor master as paid after cutting the check.
• Trace all authorized service and contract payments and process payments according to contracted due dates.
• Maintain accurate records of all issued checks.
• Ensure security of all unused checks.
• Collate check copies, attach to respective invoices and file in appropriate vendor file.
• Print designated reports and distribute as specified by Director of Finance.
• Place signed checks in envelopes after authorized release is given from Director of Finance and mail to vendors.
• Cancel invoices and void checks as assigned by Director of Finance, following Finance procedures.
• Prepare applicable government, federal or required reports (i.e., sales tax, 1099, state liquor) according to Finance standards.
• Complete month-end closing procedures as specified, including monthly reports.
• Be familiar with all hotel services/facilities to respond to guest inquiries accurately.  Promote positive guest relations.
• Handle guest complaints following the instant pacification procedures and ensuring guest satisfaction.
• Handle disputed charges by guests courteously following department procedures.
• Successfully complete the Training/Certification process for this position.