Accounts Payable

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DUTIES & RESPONSIBILITIES

1. Process supplier invoices, cheque requests and expense claims into the accounts payable system on a timely basis after ensuring:

• all invoices have been appropriately approved in accordance with the hotel’s purchasing policies and procedures;
• an approved purchase order is attached where required;
• supporting documentation confirming the delivery of goods (if applicable) and services from suppliers has been adequately completed; and
• an appropriate general ledger account has been nominated.

1. Liaise with external suppliers and internal claimants to achieve compliance with systems, procedures and processes.

1.   Follow-up and clear on a timely basis, outstanding supplier invoices awaiting authorisation.

1. Process cheque runs on a timely basis to ensure creditors are paid in accordance with credit terms and to take advantage of available discounts in line with Fairmont International policies and procedures.
    
2. Process employee expense claims for payment as per the hotel policy

1. Ensure that all tax returns are compiled and forwarded to assistant finance controller before due date for review.

1. Ensure that there are no delays in the deposition of the taxes.

1. Assist receiving clerk and stores with maintenance and operation of the accounts payable system with regard to food and beverage.

1. Organise all foreign drafts and telegraphic transfers where required.

1. Maintain manual cheque or ebanking batch log at all times and present to financial controller for signature with each cheque run.

1. Ensure all supplier invoices are stamped “paid” after payment has been processed.

1. Perform month end closing procedures for the accounts payable system and export month end accounts payable distribution to the general ledger.

1. Assist Accountant with performing month end accruals for any unprocessed invoices at month end.

1.  Print month end aged payables listing, A/P Distribution, cheque register and purchase journal and file for future reference.
    
2. Reconcile supplier statements monthly with hotel records and follow up on any discrepancies.
    
3. Maintain an effective filing system for paid and unpaid supplier invoices.
    
4. Answer all supplier requests in a timely, professional and courteous manner.
    
5. Complete all supplier credit applications.

It is not the intention of this Position description to provide an exhaustive list of job duties.  It provides a guide to the incumbent in the hope that they will develop the job further.  From time to time, it is expected that the incumbent will work as and where directed by management and in line with improving customer service.

JOB KNOWLEDGE, SKILLS & ABILITIES

• Strong supervisory skills.
• Follow instructions carefully and able to provide feedback.
• Promotes Team work.
• Be reliable and well presented.
• Approachable and pleasing disposition.
• Displays a confident and professional manner.
• Exhibits high level of attention to detail.
• Displays flexibility and high energy levels.
• Deals efficiently with complaints and queries from clients and associates.
• Demonstrates strong personal organisation and time management skills.
• Shows initiative and a sense of urgency.
• Willingness to learn.
• Able to work under pressure and meet tight deadlines.
• Observes confidentiality and shows high level of integrity.
• Meets hotel grooming standards.
• Previous hotel experience preferred.

QUALIFICATION STANDARD

Education:  Commerce graduate or hotel management graduate.

Experience: A minimum of five years experience preferably in hotel finance.

Additional Skill required: Computer skills (Proficiency in Microsoft Office software: Word, Excel and PowerPoint), analytical and numerical skills, knowledge of revenue management, knowledge of marketing, cross exposure with hotel operations