Accounts Payable Officer

As an Accounts Payable Officer, you are responsible for managing and processing all invoices received for payment in a timely and accurate manner. This role ensures that financial obligations are met while maintaining strong relationships with vendors and compliance with company policies and regulations.

1. Collate suppliers’ documentation for processing.
2. Ensure all invoices have the appropriate documentation attached and approvals prior to processing. Check and match invoices and delivery orders with purchase orders or purchase requisitions.
3. Process all invoices and suppliers’ statement of accounts.
4. Record and process payments of goods and services.
5. Maintain a filing system for accounts payable records.
6. Check arithmetic accuracy of invoices and assign general ledger codes as per the chart of accounts.
7. Assist in reconciling the weekly purchase log.
8. Ensure invoices are approved by the Head of Department / Executive Committee before payment is processed.
9. Prepare cheque run for approval on a weekly basis or in a timely manner. Prepare payment through pre-printed cheque, manual cheque, Giro banking payment, and Telegraphic Transfer.
10. Ensure all expense and travel claims submitted are in order with all the necessary supporting documents before submitting for final approval.
11. Liaise with vendors on payment issues and disputes.
12. Assist in preparing the accruals journal at month-end for regular suppliers and delivery dockets not paid.
13. Assist in preparing the payment of travel agent commissions and ensure all supporting documents are in place.
14. Assist in posting journal entries for month-end closing.
15. Assist in reconciling VAT input listing for month-end closing and VAT filing.
16. Communicate and coach Finance team members to ensure Finance policies and procedures are adhered to.
17. Interact with department and hotel staff in a professional and positive manner to foster good rapport, promote team spirit, and ensure effective 2-way communication.
18. Work collaboratively with other Finance team members, taking over duties when unavailable.
19. Build and maintain positive relationships with all internal customers and suppliers to exceed their needs.
20. Take action to address these needs in order to exceed their expectations.
21. Strictly implement the Control Self-Assessment (CSA) and achieve 100% score in CSA Audit of Accounts Payable category.
22. Demonstrate awareness of OH&S policies and procedures and ensure all procedures are conducted safely and within OH&S guidelines.
23. Be aware of duty of care and adhere to occupational health and safety legislation, policies, and procedures.
24. Be familiar with property safety, first aid, and fire and emergency procedures and operate equipment safely and sensibly.
25. Initiate action to correct hazardous situations and notify supervisors of potential dangers.
26. Log security incidents and accidents in accordance with hotel requirements.
27. Ensure compliance with IHG policies, procedures, and statutory requirements.
28. Maintain accounting controls by preparing and recommending policies and procedures to improve workflows in the accounts department.
29. Coordinate and administrate the Control Self-Assessment audit.
30. Report directly to and communicate with the accountant on all matters pertaining to accounting and financial controls, and perform other duties as required.

1. Attention to Detail: Strong ability to spot discrepancies in invoices, payment amounts, and accounts. Ensuring accuracy when entering data and reconciling accounts.

2. Accounting Knowledge: Understanding of basic accounting principles, including accruals, debits, credits, and accounting software. Familiarity with the general ledger, accounts payable entries, and journal entries.

3. Invoice Processing: Proficiency in processing invoices, matching them with purchase orders or receipts, and verifying accuracy. Ensuring that all documentation (invoices, purchase orders, receipts) is properly filed and stored.

4. Payment Management: Ability to handle various types of payments (e.g., checks, bank transfers, electronic payments). Ensuring timely payments to vendors and suppliers to maintain good relationships and avoid late fees.

5. Bank Reconciliation: Regularly reconciling bank statements and accounts payable transactions to ensure accuracy. Investigating discrepancies between bank statements and internal financial records.

6. Time Management: Prioritizing tasks and ensuring that deadlines for payment processing and month-end closings are met. Managing a high volume of transactions while maintaining accuracy and compliance.

7. Communication Skills: Interacting professionally with suppliers, vendors, and internal departments to resolve discrepancies or clarify payment-related issues. Ability to communicate effectively in both written and verbal forms.

8. Problem-Solving Skills: Identifying and resolving discrepancies between invoices, purchase orders, and payments. Proactively following up with vendors, suppliers, or internal departments to resolve payment issues or errors.

9. Software Proficiency: Proficient in using accounting software (e.g., QuickBooks, SAP, Oracle, Microsoft Dynamics) and Microsoft Excel for data entry, reporting, and reconciliation. Familiarity with electronic invoicing and payment platforms.

10. Knowledge of Tax Regulations: Understanding tax-related aspects of accounts payable, such as handling VAT (Value Added Tax) or other local tax regulations, and ensuring compliance.