Overview:
The Accounts Payable role is responsible for ensuring that all payables transactions are posted regularly and payments to the vendors are generated on a timely basis. Ensures documentation for all payments are properly maintained.
What You’ll Be Doing
- Ensures that all payable transactions are posted regularly
- Ensures payments to vendors are generated on a timely basis
- Ensures documentation for all payments are properly maintained
- Recommends and suggests improvements to the Assistant Controller or Controller
- Must be able to maintain good relationships with all coworkers and vendors
- Must have a high degree of professional integrity, and be able to work safely, effectively and efficiently
- Compares and controls supplier’s invoices and credit notes with all related documents (purchase order/request, delivery notes and receiving reports)
- Ensures purchases are duly authorized and the documents signed in approval by the authorized manager
- Verifies the arithmetical accuracy of all invoices before payment
- Calculates expense allocations and notes the amounts/accounts directly on the invoice
- Prepares invoices for payment and presents it to the Controller for signature
- Reconciles the statements from suppliers against invoices and resolves any discrepancies
- Files paid and unpaid invoices in a timely and orderly manner such that others can readily access the information
- At month-end verifies that total posted purchases balances to the receiving report. Any discrepancy should be resolved before closing the month
- Audits the General Cashier’s petty cash reimbursements, ensuring that all documents are properly filled in and approved
- Reviews month-end Accounts Payable aging and addresses any outstanding items
- Prepares and posts month-end accruals
- Reviews with hotel departments any open purchase orders at month-end
- Investigates all invoices received without purchase orders and initiates corrective action
- Ensures that the A/P system has (for all Vendors) Vendor name, address, Social Security # or TIN and verification that Vendor is not subject to backup withholdings, this is accomplished by maintaining completed and signed W-9s for all Vendors
- Responsible for preparing year end 1099’s and preparing applicable filings for Controller’s review and signature
- Carries out other duties that may be assigned by the Assistant Controller or Controller
- Responsible for preparing year end 1099’s and preparing applicable filings for Controller’s review and signature