Accounts Payable Officer

**Responsibilities**:

- Input all invoices data into system.
- Process ambassador expense claims for payment within 5 business days of receipt of claim
- Assist Accountant with performing month end accruals for any unprocessed invoices at the end of the month.
- Check all expenses reports and cheque requisitions to ensure that supporting documents are attached and proper approval have been obtained.
- Perform monthly reconciliations between Accounts Payable sub ledger accounts and supplier statements.
- Ensure that all payments are supported by adequate documentation.
- Follow all hotel policies and procedures pertaining to the Accounts Payable and payment procedures.
- Maintain an efficient filing system of Paid Invoices based on the vendors’ name.
- Reconcile balances of Account Payable in subsidiary ledger at the closing of each month with the General Ledger Control Account and prepare the "Aging List" of Accounts Payable.
- Maintain adequate up-to-date files for Account Payable Records and prepare monthly accruals for goods and services received.
- Responsible for auditing and processing all invoices. Ensure all invoices are attached to an approved and authorized purchase order. Audit all extensions, approval signature and any prior payment that has been made.
- To arrange the invoices alphabetically which has been posted in the computer and put them in a temporary file until such time that it is paid.
- Prior to payment, the Accounts Payable Officer must complete all the supporting documents such as Purchase Order and Purchase Request and attach them to the invoices.
- Should be aware of the deadline for the monthly payment of taxes, water, electricity, telephone and others.
- Keep all used cheque books for future reference.
- Maintain an efficient filing system of Paid Invoices based on the vendor’s name.
- Photocopy the supporting documents for Assets and Liabilities schedules.
- Assist the Accountant to determine the correct Expense Code.
- Assist the Accountant to solve the queries from suppliers.
- Ensure that the Accounts Assistant receives a copy of all Purchase Requests prepared by concerned Department Heads and Purchase Orders which will bear the approvals of the General Manager and Financial Controller.
- To maintain files for all Paid and Unpaid Invoices. Paid Vouchers should be filed according to the numerical sequence of voucher, with all supporting documents and invoices attached. Duplicate copy of vouchers should be filed separately in a control file and used for posting of payment transactions into the General Ledger and Accounts Payable Records.
- To balance and reconcile Suppliers Monthly Statements to the Hotel Accounts Payable Records.
- To reconcile balances of Account Payable in subsidiary ledger at the closing of each month with the General Ledger Control Account and prepare "Aging List" of Accounts Payable.
- To maintain adequate up-to-date files for Account Payable Records, prepare monthly accruals for goods and services received but not invoices.
- In the case of purchases through importation from outside the country, and where Letter of Credits (L/C) are required, the Accounts Payable Officer will maintain a record of all Letter of Credits and initial payments issued to the suppliers.
- To cooperate and assist with the reconciling of month-end Inventory Book Balances to actual physical counts.
- To perform other accounting tasks that are required by the Accountant and Director of Finance.

**Job Specifications**:

- Minimum of 2 years’ experience in Finance, 5 star luxury environment preferred.
- Projects professional image at all times through personal presentation / interpersonal skills.
- Initiates contact and establishes rapport easily.
- Appreciates and maintains an effective outlet for stress.
- Has the ability and willingness to undertake further development.
- Formal qualifications in Finance to at least Diploma level
- Exceptional people and communication skills
- The highest level of attention to detail
- Exceptional organisational and time management skills
- Microsoft Office expertise to Intermediate or Advanced level
- Creativity and imagination
- Experience in preparing, writing and proofing advertising copy
- An affinity with technology in relation to Press Release distribution