Accounts Payable Clerk
Job Qualifications
- Ideally holds a Degree or Diploma in Finance, Accounting, Commerce, Hospitality, or Tourism Management.
- Minimum of 2 years' experience as an Accounts Payable Clerk, Accounting Clerk, or Accountant in a large hotel or hospitality operation.
- Sound knowledge of accounting principles and accounts payable procedures.
- Proficient in Microsoft Office applications and hotel financial systems.
- Strong analytical, problem-solving, organizational, and administrative skills.
- Excellent communication and interpersonal skills with a high level of integrity and attention to detail.
- Ability to meet deadlines and work effectively in a fast-paced environment.
D. Key Areas of Responsibility
1. Operational
- Process supplier invoices by matching them with approved Purchase Orders (POs), Purchase Requisitions (PRs), Delivery Notes, Receiving Reports, and other supporting documentation.
- Verify invoice accuracy, account allocations, quantities, pricing, and supporting approvals before processing.
- Batch, post, and distribute invoices for departmental approval in a timely manner.
- Maintain complete and accurate filing of all purchasing and payment documentation.
- Prepare supplier payment schedules for review and approval by the Director of Finance or Assistant Director of Finance.
- Prepare payment vouchers, cheques, bank transfers, and urgent manual payments as required.
- Monitor supplier statements and reconcile outstanding balances.
- Prepare month-end accruals for goods and services received but not yet invoiced.
- Assist with month-end closing procedures and inventory reconciliations.
- Conduct periodic audits of purchase transactions, pricing, and receiving variances.
- Ensure all Accounts Payable transactions comply with company policies and internal controls.
2. Customer Service
- Provide courteous, professional, and timely support to internal departments, suppliers, and business partners.
- Respond promptly to enquiries related to invoices and payments.
- Build and maintain positive working relationships with colleagues, vendors, and external stakeholders.
- Handle payment-related issues professionally and follow up until resolved.
3. Financial
- Ensure invoices and payments are processed accurately and within agreed payment terms.
- Support effective cash flow management through timely payment scheduling.
- Maintain accurate accounting records and assist in financial reporting.
- Identify opportunities to improve efficiency while maintaining financial controls.
- Support compliance with company financial policies, accounting standards, and audit requirements.
4. Personnel
- Support the Finance team by sharing knowledge and assisting colleagues when required.
- Participate in departmental training and continuous professional development.
- Maintain a cooperative and professional working environment.
- Comply with all hotel policies, procedures, and standards.
- Promote a culture of teamwork, accountability, and continuous improvement.
5. Administration
- Maintain complete, organized, and up-to-date Accounts Payable records and filing systems.
- Ensure all payment documentation is properly retained for audit purposes.
- Process travel agent commission payments and related reconciliations where applicable.
- Maintain supplier master files and supporting documentation.
- Assist in preparing reports requested by management.
- Support physical inventory counts and related reconciliation processes when required.
- Ensure confidentiality of financial records and information at all times.
6. Other Duties
- Maintain knowledge of relevant tax regulations, financial legislation, and company policies.
- Attend all required meetings and training sessions.
- Maintain high standards of professional appearance and conduct.
- Comply with all health, safety, fire, hygiene, and security procedures.
- Promote the hotel's values through professional behaviour at all times.
- Establish and maintain positive relationships with suppliers and business partners.
- Carry out any other reasonable duties assigned by the Director of Finance, Assistant Director of Finance, or Finance Manager.
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