Job Description

As Accounts Payable Supervisor you are responsible to provide professional and friendly service to all patrons and assist Financial Controller in the service of Finance.

• Responsible for the matching of authorised Purchase Orders and delivery dockets to supplier’s invoices and accuracy of calculations and extensions
• Ensuring that all Suppliers’ invoices bear evidence of receipt and approval before posting or accepting into Accounts Payable system
• Review accuracy in coding of expenses/invoices
• Perform Supplier’s Statement reconciliation
• Preparing payments to suppliers on a timely basis ensuring credit facility is optimally utilised and entitled discounts are taken
• Responsible for the maintenance of Accounts Payable Ledger
• Is aware of and abides by all hotel policies, procedures & relevant legislations
• Reports any hazards, risks, accidents as required
• Abides by and is aware of all relevant Occupational, Health & Safety legislation
• Ensures all directions are followed out at the request of any level of Senior Management

KEY TASKS:

• To review and approve all invoices keyed in by the Cost Controlling Department
• To ensure that all invoices received for processing are bona fide contractual obligation of the hotel i.e. Invoice are duly approved, calculations correct, goods have been received and ordered by the hotel
• To process or transfer all invoices to the Accounts Payable ledger on a daily basis
• To ensure batch totals of all invoices processed are completely picked up and posted by the system
• To agree and reconcile subsidiary accounts payable ledger to general ledger control total on a daily basis
• To perform Supplier’s Statement reconciliation to accounts payable subsidiary ledger on a monthly basis
• To produce Proposed Payment Schedules by the 10th and 20th working day monthly to the Financial Controller for approval prior to processing the actual cheque runs or electronic transfers
• To present the cheques drawn with supporting documents or invoices to the Financial Controller and general manager for signatures
• To maintain and file all unpaid and paid invoices in an orderly manner by suppliers accounts
• To use and run cheques in a sequential number order and maintain a manual log of all cheques numbers used
• To ensure that all credits and discounts offered by suppliers are taken in a timely manner
• Perform any other duties as required by the Financial Controller or the management

OCCUPATIONAL HEALTH & SAFETY:

• To follow the Hotel set Safety standards, and adhere to all rules and regulations as set out by the Occupational Health and Safety Act and to take reasonable care at work so as not to put self or others at unnecessary risk
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Qualifications

• Minimum of 3 years’ experience in a similar role, preferably within the hospitality sector
• Bachelor’s degree in Accounting, Finance, or a related field
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• Strong knowledge of MS Excel and accounting systems
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• Solid understanding of accounts payable processes and general accounting functions
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• Ability to work independently, meet deadlines, and supervise AP operations effectively