Accounts Payable Supervisor

Position Overview:

We are seeking a highly organized and detail-oriented Accounts Payable Supervisor to manage the accounts payable process and ensure efficient and accurate payment processing. In this role, you will be responsible for maintaining a comprehensive system of purchase orders, receipts, invoices, and cheque requests, ensuring all hotel payables are processed in accordance with company policies and procedures.

Responsibilities:

• Ensure that all invoices are supported by duly approved purchase orders, signed receiving documentation, or appropriate management approvals. Verify the invoice details (unit price, quantity, and total) match the purchase order and receiving advice.

• Maintain an up-to-date, organized, and accurate vendor/supplier database on the accounts payable system. Reconcile vendor statements monthly and resolve any discrepancies directly with vendors.

• Code invoices to the appropriate general ledger account, obtain approval from the relevant department heads, and submit to the Chief Accountant for final verification. Ensure invoices are correctly posted into the system either manually or through upload files.

• Ensure all expenses for the month are posted, prepare and maintain accruals for invoices received after closing, and reconcile aging reports to the General Ledger to ensure accuracy during the month-end closing process.

• Print and submit cheques with all supporting documents to the Director of Finance and General Manager for their signatures. Prepare manual cheques as required and maintain accurate filing for all deposits, advances, and ex-com expense reports.

Skills:

• Ability to meticulously verify invoices, ensuring that all supporting documents (POs, contracts, approvals) are in place, and discrepancies are resolved promptly.
• Strong organizational abilities to maintain alphabetical files by vendor, ensure proper filing, and handle monthly reconciliations and reporting with ease.
• Strong interpersonal skills to liaise effectively with the purchasing, receiving, and cost control teams, as well as vendors and internal department heads to ensure smooth invoice processing.
• Proficiency in accounts payable systems and general ledger accounting, with the ability to code invoices and manage accruals accurately for financial reporting.
• Capable of identifying discrepancies in vendor statements or invoices and taking the necessary steps to resolve them with vendors or internal departments in a timely manner.

Qualifications:

• Diploma holder would be preferred.
• Knowledge of Microsoft Office mainly EXCEL & WORD.
• Knowledge of any accounting system will be an advantage.(SAP, Tally)
• Minimum of 2-3 years experience in accounting with at least 1 year in A/P in a Hotel.

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Tagged as: MS Office, SAP