Job Description

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

Qualifications

PERSONAL ATTRIBUTES

• Must be willing to work a flexible schedule in order to accomplish all major responsibilities and tasks.
• Must have commitment to follow all local and corporate policies and procedures.
• Pleasant personality
• Neat appearance
• Oral and written fluency in English
• Display initiative
• Team player
• Customer/people oriented

QUALIFICATIONS

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