Accounts Payable Supervisor

Scope of Position

The Accounts Payable Supervisor oversees the daily operations of the Accounts Payable (AP) function, ensuring the accurate and timely processing of vendor invoices, payments, expense reports, and reconciliations. This position supervises the accounts payable team, maintains strong internal controls, and ensures compliance with company policies and accounting procedures.

Position Requirements

• 2-4 years’ experience in Accounts Payable in a large-scale hotel preferred.
• Professional demeanor appropriate for an AAA Four Diamond environment.
• Experience with Opera, or similar PMS system, preferred.
• Strong understanding of hotel PMS, POS Systems (e.g., Opera, Toast, or similar).
• Knowledge of business applications (e.g. Outlook, Word, Excel, Adobe Acrobat, etc.), required.  
• Excellent communication skills, both written and oral.
• Able to work independently and exercise judgment to resolve questionable data that may arise.
• Must have competent computer and data entry skills.

Responsibilities

• Supervise daily accounts payable activities, including invoice processing, coding, matching, approvals, and payment preparation.
• Ensure invoices are accurately matched against purchase orders, receiving documents, contracts, and approved expense reports.
• Oversee vendor payments through ACH, wire transfers, checks, and other approved payment methods.
• Monitor payment schedules to ensure vendors are paid accurately and on time while maximizing available payment terms.
• Support month-end inventory and expense accruals, including outstanding invoices and goods or services received but not yet invoiced.
• Review vendor statements and resolve discrepancies, duplicate invoices, outstanding credits, and payment issues.
• Establish and maintain standardized procedures for invoice processing, payment approvals, and vendor account reconciliations.
• Ensure accurate maintenance of vendor records, including tax documentation and payment information.
• Maintain professional relationships with vendors and internal stakeholders to support efficient property operations.
• Perform any other duties as requested by management.

Education

• High school diploma is required.
• Associate or bachelor’s degree in accounting, Finance, Hospitality Management, or related field (preferred).

Skills and Abilities

• Ability to communicate in the English language. Second language is a plus. 
• Strong problem-solving and analytical abilities.
• Ability to create and maintain spreadsheets as well as analyze and summarize financial data using appropriate financial software.
• Ability to add, subtract, multiply, or divide quickly, correctly, and in a way that allows one to solve work-related issues.
• Ability to work flexible schedules including holidays and weekends and able to perform multiple tasks. 
• Ability to meet deadlines, work under pressure, and work independently.

Physical Requirements

• On a continuous basis, sit at a desk for long periods of time in front of a computer screen.
• Intermittently twist to reach equipment or supplies surrounding the desk.
• Use a telephone and computer keyboard daily.
• Must be physically fit to lift, pull, and push items up to 50 pounds.
• Also requires standing/walking/reaching and bending throughout shift.