Accounts Payable Collections Purchasing Administrator

Job Description- A/P Purchasing/Credit Specialist - Hospitality

Who We Are

Be a part of history at Troutbeck, a gorgeous 250-acre estate hotel retreat in Amenia (NY) right on the northeastern border of NY with CT. Originally a sprawling private estate with a rich history, Troutbeck is more than just an estate hotel with best-in-class amenities - it's a destination for inspiration, rejuvenation, and community building. It is a place to build memories.

We have been home to naturalists, poets, and romantics for centuries. We value our staff, our guests, and our community, and are committed to preserving the environment in which we live. Our culture is built on collaboration, dedication, and delivering best-in-class customer service. Details matter at Troutbeck. We love what we do, and we love rolling up our sleeves to help each other in any department, in any way. When any one person or department succeeds, we all succeed!

Key Responsibilities

A/P Purchasing/Credit Specialist - Hospitality

We are seeking a detail-driven A/P Purchasing/Credit Specialist to join our hospitality team. In this role, you will be responsible for controlling expenses and collecting event revenue, which in turn will support the financial health of our property.

Key Responsibilities:

A/P Purchasing:

• Purchase order process, including but not limited to retrieving appropriate approvals on purchase orders, accepting delivery of goods from suppliers, verifying the items ordered with authorized managers, verifying the items received match the purchase order, verifying prices charged are the ones agreed to on the purchase order, and preparing 'request for credit' memos when there are irregularities.
• Accounts Payable process including but not limited to verifying invoices agree to authorized purchase orders, obtaining signature and expense coding from department heads, posting invoices into system per codes set by DOF/Controller & GAAP, making the Controller aware on any unusual coding, preparing cash requirement report on vendors to be paid, making payments within terms, ensuring timely payments, scanning invoices into system, and 1099s.
• Maintain positive relationships with management and vendors, ensuring prompt responses to inquiries.

Credit/Collections:

• Partner with Sales, Events, and Front Office teams to establish clear billing arrangements.
• Oversee the collection process and follow up on overdue accounts to minimize financial risk.

Finance:

• Additional assignments and ad hoc projects assigned by the Controller.

Qualifications & Skills:

• Bachelor's Degree in Finance, Accounting, or related field.
• Minimum of 4 years of progressive finance experience, preferably in the hospitality field.
• Expertise in the full suite of Microsoft software is preferred, but an advanced working knowledge of Word and Excel is required.
• Proficiency in financial systems. NetSuite, Opera PMS, Tripleseat, and MICROS are highly preferred.
• Excellent written communication skills. You must be able to professionally, grammatically correct, and politely draft and engage in e-mail communications with anyone.

Excellent verbal communication skills, both in-person and on the phone with anyone and everyone. The ability to provide service through productive professional dialogue

Who You Are

• You are a naturally service-minded and collaborative individual. You are always willing to jump in, roll up your sleeves, and lend a hand to any department with any task.
• You are a professional both in presence and appearance. You easily build and maintain relationships with managers, peers, and the public alike. You understand what it means to be a Brand Ambassador! You know the power of a smile and saying �Hello.'
• You are a proactive problem solver who understands that diverse mindsets and backgrounds lead to more effective solutions.
• You are punctual and accountable. You know that responsibility and reliability are key to success.
• You are a team player. When one of us succeeds, we all succeed!

What We Offer:

• Hourly Position $28.00 - $30.00 Hour
• Potential of Yearly Bonus
• A benefit package which includes paid time off, medical + supplemental (ex-hospital indemnity), dental, vision, 401k, and an extensive employee assistance program.
• Employee discounts for food and rooms when you are not working. A complimentary meal for two is offered quarterly in our dining room, allowing you to experience our newest seasonal offering.
• Free family-style meals are served twice daily when you are working.
• A culture that values learning, development, and internal promotions when appropriate.