Accounts Payable

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By joining an Accor brand, every chapter of your story is yours to write and together we can imagine tomorrow's hospitality.  

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Scope and Objectives 

Responsible for processing all invoices and statements in accordance with authorized purchase instructions.  

Record and process payment of goods and services incurred by the hotel, according to appropriate terms and to take advantage of available discounts in line with Accor finance policies and procedures.

Perform any other reasonable duty requested by the Cluster Financial Controller/Executive Director Finance

It is not the intent of this job description to cover all aspects of the position but to highlight the most important areas of responsibility.

Core Work Activities:

Main responsibilities

• Collate supplier's documentation for processing, matching invoices and delivery dockets with the corresponding purchase order.
• Ensure a "3-way match" - a properly approved (and issued) purchase document and a properly signed receiving document, both of which match the invoice submitted by the supplier.
• Review edit report from receiver and check that general ledger codes are correct and check to ensure that invoices are totalled correctly.
• Ensure all credit notes are posted correctly to reconcile against suppliers' statements and printed on the remittance advice.
• Balance receiving reports.
• Reconcile Food, Beverage and General Inventory items and Food & Beverage direct items with Food and Beverage Control Department on a Daily / Weekly purchase Log.
• Input Information into the A/P system.
• Reconcile invoices to statements.
• Prepare cheque for approval on a weekly basis.  Cheques must be mailed by an employee independent of accounts payable function and paid invoices cancelled.
• Maintain cheque issue log.
• Cancel Invoices after payment.
• Reconcile supplier statements monthly with hotel records and follow-up on any discrepancies.
• Maintain batch register and balance daily to General Ledger.
• Maintain an effective filing system.  For unpaid supplier invoices, the filing is by supplier code and for paid invoices by month which the invoices were paid.  Records must be retained for auditing and tax purposes for up to ten years.
• Answer all reasonable supplier requests in a professional and courteous manner.
• Produce and review monthly A/P Distribution report and perform the A/P month end close.
• Prepare Accruals Journal at month end for regular suppliers and delivery dockets not paid.
• Complete all supplier credit applications.

Policies and Procedures 

• Follow company and department policies and procedures. 
• Protect the privacy and security of guests and coworkers. 
• Maintain confidentiality of proprietary materials and information. 
• Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.
• Accountable and expected to fully comply with the company’s safety policies
• Perform other reasonable job duties as requested by Supervisors. 

Working with Others 

• Support all co-workers and treat them with dignity and respect. 

Accor Control-related tasks

• Understand control frameworks including self-audits & controls defined by Accor Internal Controls team.

Preferred qualifications: 

English level: 

• Speaking and understanding, reading and writing 

Education: 

• Bachelor’s Degree in Finance, Accounting or any other related field preferred. 

Experience: 

• Minimum 1-year experience as Accounts Payable in 5 Star Hotel 

Others: 

• High level of IT understanding. 
• Ability to use Microsoft package efficiently