Accounts Payable Supervisor

Job Description

1. Verify that all invoices are supported by duly approved purchase orders when applicable, signed receiving documentation and/or the approval of authorized management personnel.
2. Ensure invoices have relevant documents such as PO, Contract, FF&E / Capex Approval, etc.
3. Verify the invoices to check the unit of issue, unit price, quantity, extension against the hotel purchase order and receiving advice.
4. Code invoices to the appropriate general ledger account and submit to Chief Accountant for verification.
5. Obtain approval for invoices from the appropriate department prior to processing the invoice on the accounts payable system.
6. Ensure invoices without relevant supporting documents are approved by respective Department Heads or Division Heads.
7. Ensure invoices are correctly posted into the system either manually or through the FMC upload file.
8. Maintain alphabetical files by vendor containing complete invoices and back up attached for efficient access.
9. Maintain an approved up-to-date vendor/supplier database on the accounts payable system.
10. Print & submit cheques with all supporting documents to the Director of Finance & General Manager for their signatures.
11. Prepare manual cheques as they are required if directed by the Director of Finance or Assistant Financial Controller.
12. Maintain a close working relationship with the purchasing, receiving, and cost control staff.
13. Reconcile main vendor statements monthly in order to ensure that the account is kept current.
14. Check vendor statements as they are received and resolve all discrepancies directly with the vendor.
15. Maintain alphabetical files by vendor containing complete invoices and back up attached to Payment for efficient access. All filing is to be kept current.
16. Ensure all expenses for the month are posted.
17. Maintain separate and proper filing for all the Deposits/Advances & Ex-com Expense reports after payment.
18. Prepare list and back-up for accruals (invoices received after closing and goods and services received but not yet invoiced).
19. Run the required reports at month end and ensure that the aging is balancing with the GL.
20. Perform tasks of Month End for AP.
21. To perform any other duties that may be assigned from time to time by management.

Qualifications

1. Diploma holder would be preferred.
2. Knowledge of Microsoft Office mainly EXCEL & WORD.
3. Knowledge of any accounting system will be an advantage.

Additional Information

1. Minimum of 2-3 years experience in accounting with at least 1 year in A/P in a hotel.