Job Purpose:

The Accounts Payable is responsible for accurately updating and maintaining the creditor’s ledger and as well as preparing and processing all payments to internal and external customers in accordance with company policies and procedures.

Primary Duties and Responsibilities

1. Checking of all invoices with Purchase Orders, Delivery Notes or with a valid contract.

2. Sequential control of Purchase Orders and checking and verifying of long outstanding LPOs.

3. Maintaining of files of all suppliers, maintenance contracts, and other payments related to contracts.

4. Checking arithmetical accuracy, date, quality, and approval on the invoices with Purchase Orders or agreement.

5. Allocation of supplier codes and account codes from the hotel’s chart of accounts.

6. Tallying the receiving total and invoice total, and reconciliation of outstanding with total payable balance.

7. Review the supplier outstanding statement and coordinating with Hotel General Managers in case of any discrepancies. Any discrepancies to be followed up with the supplier via email.

8. Posted invoices are to be checked and tallied with invoice totals and filed supplier-wise.

9. Timely payment to suppliers with reconciled statement of account.

10. Other internal expense reports to be approved by the Finance Director and the Operations & Commercial Director.

11. Help with the implementation of Lighyear AP system and use going forward within the hotels and head offices.

12. Ensure all Direct Debits are reviewed, and invoices posted on the Xero accounting system to avoid any credit balances on the AP ledger.

13. Ensure all payment runs are collated and submitted for approval in a timely manner and properly allocated once BACS payment is completed.

14. Help with accounts emails replying to these in a timely manner.

15. Work in conjunction with fellow AP Assistant/Supervisor to complete the above tasks.

Qualifications

Education:

1. A Levels

2. Accounting course preferable

Professional Designation:

Knowledge, skills, and abilities:

1. Ability to communicate clearly and persuasively.

2. Good knowledge of hotel policies and procedures.

3. Hands on approach with excellent spreadsheet skills.

4. Financial, analytical, and mathematical skills.

5. Organization, prioritization, planning and implementation skills.

6. Readiness to value the ideas and opinions of others and use their inputs as part of decision making.

Proficiency in the use of computer for:

1. Preparing various basic financial reports for analysis.

2. Inputting and extracting data from accounting systems

Personal Characteristics

1. Positive attitude

2. Self-Motivated

3. Team player and builder 4. Reliable and Ethical

5. Tactical

6. Management Focus

7. Embraces change

8. Enthusiastic

Experience:

1. Minimum two years with Accounts Payable experience.