Accounts Payable Specialist

Accounts Payable

• Receive, review, and process vendor invoices on a timely basis.


• Verify invoices against purchase orders, receiving documents, contracts, and other supporting documentation.


• Ensure invoices have the appropriate department and general ledger coding.


• Obtain appropriate management approvals before payment.


• Enter invoices accurately into the accounting system.


• Research and resolve invoice discrepancies, duplicate invoices, missing documentation, and pricing differences.


• Maintain organized electronic and physical accounts payable records.


• Process vendor payments and assist with scheduled check runs and electronic payments.


• Monitor outstanding invoices and ensure payments are made according to established payment terms.


• Maintain accurate vendor records and W-9 documentation.


• Assist with vendor statement reconciliations and resolve outstanding balances.

Hotel & Food and Beverage Accounting

• Process invoices related to hotel operations, including rooms, housekeeping, engineering, maintenance, utilities, supplies, and administrative expenses.


• Process Food & Beverage invoices and verify quantities, pricing, receiving documentation, and appropriate departmental coding.


• Work closely with Purchasing and Receiving to ensure all goods received are properly documented.


• Investigate discrepancies between invoices, purchase orders, and receiving records.


• Assist with month-end accruals and ensure outstanding invoices are properly recorded.


• Monitor recurring hotel expenses and ensure invoices are received and processed.

Month-End & Accounting Support

• Assist the Accounting Department with month-end closing procedures.


• Prepare accounts payable reports and supporting schedules.


• Reconcile vendor statements and accounts payable balances.


• Assist with accruals, prepaid expenses, and other accounting entries as assigned.


• Maintain accurate documentation for internal and external audits.


• Provide requested documentation to management, auditors, and corporate accounting.

INTERNAL CONTROLS & COMPLIANCE

• Follow all hotel accounting policies and procedures.


• Ensure proper approval and documentation for expenditures.


• Maintain confidentiality of financial and vendor information.


• Identify and report unusual transactions, potential duplicate payments, or discrepancies.


• Follow established segregation-of-duties and internal-control procedures.


• Protect company assets and financial information.

CUSTOMER SERVICE

• Maintain professional and positive relationships with hotel departments and vendors.


• Respond to vendor inquiries regarding invoice status and payment.


• Communicate effectively with department managers regarding missing approvals or documentation.


• Provide excellent internal customer service to all hotel departments.

QUALIFICATIONS

• High school diploma or equivalent required.


• Previous accounts payable, accounting, or hotel finance experience preferred.


• Hospitality accounting experience is strongly preferred.


• Experience with accounting or hotel financial systems preferred.


• Food & Beverage accounting experience is a plus.


• Strong attention to detail and organizational skills.


• Ability to maintain accurate records and meet deadlines.


• Strong communication and problem-solving skills.


• Ability to handle confidential financial information.


• Proficiency in Microsoft Excel and Microsoft Office.

PHYSICAL REQUIREMENTS

• Ability to sit and work at a computer for extended periods.


• Ability to communicate effectively by telephone, email, and in person.


• Ability to occasionally lift and carry files, boxes, or office materials as needed.

WORK ENVIRONMENT

This position works primarily in an office environment within a hotel setting and regularly interacts with hotel leadership, department managers, employees, vendors, and other accounting team members.