Accounts Payable Specialist

Accounts Payable

• Receive, review, and process vendor invoices on a timely basis.
• Verify invoices against purchase orders, receiving documents, contracts, and other supporting documentation.
• Ensure invoices have the appropriate department and general ledger coding.
• Obtain appropriate management approvals before payment.
• Enter invoices accurately into the accounting system.
• Research and resolve invoice discrepancies, duplicate invoices, missing documentation, and pricing differences.
• Maintain organized electronic and physical accounts payable records.
• Process vendor payments and assist with scheduled check runs and electronic payments.
• Monitor outstanding invoices and ensure payments are made according to established payment terms.
• Maintain accurate vendor records and W-9 documentation.
• Assist with vendor statement reconciliations and resolve outstanding balances.

Hotel & Food and Beverage Accounting

• Process invoices related to hotel operations, including rooms, housekeeping, engineering, maintenance, utilities, supplies, and administrative expenses.
• Process Food & Beverage invoices and verify quantities, pricing, receiving documentation, and appropriate departmental coding.
• Work closely with Purchasing and Receiving to ensure all goods received are properly documented.
• Investigate discrepancies between invoices, purchase orders, and receiving records.
• Assist with month-end accruals and ensure outstanding invoices are properly recorded.
• Monitor recurring hotel expenses and ensure invoices are received and processed.

Month-End & Accounting Support

• Assist the Accounting Department with month-end closing procedures.
• Prepare accounts payable reports and supporting schedules.
• Reconcile vendor statements and accounts payable balances.
• Assist with accruals, prepaid expenses, and other accounting entries as assigned.
• Maintain accurate documentation for internal and external audits.
• Provide requested documentation to management, auditors, and corporate accounting.

INTERNAL CONTROLS & COMPLIANCE

• Follow all hotel accounting policies and procedures.
• Ensure proper approval and documentation for expenditures.
• Maintain confidentiality of financial and vendor information.
• Identify and report unusual transactions, potential duplicate payments, or discrepancies.
• Follow established segregation-of-duties and internal-control procedures.
• Protect company assets and financial information.

CUSTOMER SERVICE

• Maintain professional and positive relationships with hotel departments and vendors.
• Respond to vendor inquiries regarding invoice status and payment.
• Communicate effectively with department managers regarding missing approvals or documentation.
• Provide excellent internal customer service to all hotel departments.

QUALIFICATIONS

• High school diploma or equivalent required.
• Previous accounts payable, accounting, or hotel finance experience preferred.
• Hospitality accounting experience is strongly preferred.
• Experience with accounting or hotel financial systems preferred.
• Food & Beverage accounting experience is a plus.
• Strong attention to detail and organizational skills.
• Ability to maintain accurate records and meet deadlines.
• Strong communication and problem-solving skills.
• Ability to handle confidential financial information.
• Proficiency in Microsoft Excel and Microsoft Office.

PHYSICAL REQUIREMENTS

• Ability to sit and work at a computer for extended periods.
• Ability to communicate effectively by telephone, email, and in person.
• Ability to occasionally lift and carry files, boxes, or office materials as needed.

WORK ENVIRONMENT

This position works primarily in an office environment within a hotel setting and regularly interacts with hotel leadership, department managers, employees, vendors, and other accounting team members.