Accounts Clerk

Roles and Responsibilities

We are currently seeking passionate and dynamic Finance professionals who pride themselves on their ability to deliver extraordinary levels of customer service and provide creative solutions to our guests.

As an Accounts Clerk, you will assist the Finance Team with accounting records and support the Paymaster in updating the payroll system. Your role will include key responsibilities such as:

• Make requisition for stationery and all other office supplies for the smooth operations of the office.
• Ensure proper maintenance of accounting records and receive and distribute Finance Department incoming mail.
• Ensure that all attendance sheets from different departments are approved before forwarding them to the Paymaster.
• Assist the Paymaster in the departmental attendance sheet administration.
• Distribute pay slips to the Department Heads and obtain their signatures upon delivery.
• Answer incoming calls promptly, transferring calls whenever necessary and recording messages accurately.
• Call up suppliers to collect pending payments.
• Maintain a high level of record confidentiality.

Skills

Education, Qualifications & Experiences

You should ideally have a degree in hotel management or accounting and at least one year of previous experience within a hotel environment. Excellent verbal and written English communication skills and computer literacy are a must, while knowledge of Opera, Micros, FBM, and SUN System is an asset.

Knowledge & Competencies

The ideal candidate will be result-oriented and a self-motivator along with a positive attitude. You should have the ability to think laterally and analytically, display a high level of integrity, and have the ability to identify, impact, and influence others. You must be a strong team player, enthusiastic, and flexible, while possessing the following additional competencies:

• Understanding Hotel Operations
• Teamwork
• Planning for Business
• Supervising People
• Understanding Differences
• Supervising Operations
• Customer Focus
• Adaptability

Desired Candidate Profile

1. Data Entry and Recording Transactions:

   • Inputting financial data into accounting software or spreadsheets.
   • Recording daily transactions, including accounts payable (bills and invoices) and accounts receivable (customer payments).
   • Ensuring all data is accurate and entered in a timely manner.

2. Invoice Processing:

   • Receiving, verifying, and processing invoices from vendors or suppliers.
   • Ensuring that invoices match purchase orders and delivery receipts.
   • Preparing invoices to be sent to customers for goods or services provided.

3. Reconciliation of Accounts:

   • Reconciling bank statements, credit card statements, and company accounts to ensure that all transactions are accurate.
   • Identifying discrepancies and working with the finance team to resolve any issues.

4. Accounts Payable and Receivable:

   • Managing accounts payable: ensuring that the company pays its bills on time and accurately.
   • Managing accounts receivable: tracking customer payments and following up on overdue accounts.
   • Preparing and processing payments (e.g., issuing checks or processing electronic payments).

5. Maintaining Financial Records:

   • Ensuring all financial records are well-organized, properly filed, and easily accessible.
   • Assisting with the preparation of financial reports, balance sheets, and other financial documents.

6. Payroll Support:

   • Assisting in the processing of payroll by verifying timesheets and preparing payroll information.
   • Ensuring that employees are paid accurately and on time.

7. Assisting with Audits:

   • Helping with internal and external audits by providing necessary documentation and supporting data.
   • Ensuring financial compliance with company policies and relevant financial regulations.

8. Tax Filing Support:

   • Assisting with the preparation of tax filings, including preparing VAT/GST reports, income tax returns, and other tax-related paperwork.

9. Petty Cash Management:

   • Managing petty cash by issuing cash for small office expenses, tracking expenditures, and reconciling the petty cash fund.

10. Communication with Vendors and Clients:

    • Communicating with vendors, customers, and other stakeholders regarding payment issues, discrepancies, and invoices.

Essential Skills

1. Attention to Detail:

   • Strong attention to detail is critical for ensuring that financial data is accurate and that any discrepancies are identified early on.

2. Mathematical Skills:

   • A solid understanding of basic mathematics to ensure the accuracy of financial records, invoices, and balances.

3. Computer Proficiency:

   • Proficiency with accounting software (e.g., QuickBooks, Xero, SAP) and spreadsheet software (e.g., Microsoft Excel) is essential for entering data, generating reports, and performing calculations.

4. Organization and Time Management:

   • The ability to keep financial records organized, track multiple tasks simultaneously, and meet deadlines.

5. Communication Skills:

   • Strong written and verbal communication skills to interact with vendors, clients, and team members effectively.
   • The ability to explain financial matters clearly to non-financial colleagues.

6. Confidentiality and Integrity:

   • Understanding the importance of maintaining confidentiality with sensitive financial data and adhering to ethical standards in all financial matters.