Accounts Payable Specialist

Position Summary

Accounts Payable Specialist provides financial, administrative and clerical support to the hotel Area Director of Finance. Completes payments and control expenses, plus processing, verifying and reconciling invoices. Includes day-to-day management of all payment cycle activities in a timely and efficient manner.

Essential Duties and Responsibilities

·         Keeping track of all payments and expenditures, including payroll, purchase orders, invoices, statements, etc.

·         Reconciling processed work by verifying entries and comparing system reports to balances.

·         Maintaining historical records.

·         Paying employees by verifying expense reports and preparing checks

·         Paying vendors by scheduling pay checks and ensuring payment is received for outstanding credit; generally responding to all vendor inquiries regarding finance

·         Preparing analysis of accounts and producing monthly reports

·         Continuing to improve the payment process

-         Confirm Property Cash Drops

-         Create Bank Deposits

-         Managing Cash Over and Short Log

-         Provide Change and Petty Cash Reimbursements

-          Issue New House Banks to Colleagues

-          Audit Employee House Banks

-          Understanding of GL coding and Chart of Accounts

-          Coding Invoices

-          Entering Invoices into the AP System

-          Reviewing Statements and Contacting Vendors as needed

-          Managing Chargebacks by distributing disputes to the appropriate manager

-          Responding to Credit Card Disputes

Qualities: Organized, Attention to Detail, High Quality of Accuracy, Ability to multitask, Self-Starter, Microsoft Outlook and Excel experience. Intermediate or Better Excel Skills Preferred. Sun/PAS Cloud Experience Preferred. Evention Experience Preferred. HMS Experience a Plus.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

Knowledge & Skills

Strong math skills and English fluency required.  Must know 10-key machine by touch, and be familiar with the use and maintenance of other applicable business machines.  Hotel experience preferred.

Detail oriented, organized and efficient. Safety minded. High quality standards for production and service. Strong verbal communications skills, diplomatic and calm. Courteous, friendly and conducts himself/herself in a professional manner. Good team player, trustworthy and reliable. Able to work productively with little supervision.

Education, Work Experience and Requirements

·         Microsoft Office advanced skills required (specifically high-level Excel skillset)

·         Associate’s degree or equivalent

·         Must have excellent computer skills

·         Must be able to work a flexible schedule to include nights, holidays and weekends if needed.

·         Must have excellent communication skills.

·         Prior hotel accounting or hotel experience preferred.

·         Must have working knowledge of general ledger and chart of accounts.

·         Must have strong organizational, accounting, data entry skills, general math skills, financial software,  analyzing information, attention to detail, thoroughness, and reporting research results.

·         Bilingual a plus (English/Spanish)

Certificates, Licenses and Registrations

Physical Demands

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to stand, sit, or walk for an extended period of time. The employee may frequently be required to stoop, kneel, and crouch for duration of shift (eight hours or longer). The employee will need to use hands to finger, handle, or feel; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move and/or push up to 50 pounds without assistance.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be detail oriented; possess strong organizational and time management skills and the ability to multitask. Ability to work a flexible schedule including weekdays, weekends, holiday and nights if needed.

Language Skills

Ability to read and interpret hotel documents. Ability to effectively present information and thoroughly answer questions in one-on-one and small group situations to customers, clients, and other employees of the organization in English.

Reasoning Ability and Computer Skills

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to efficiently use Microsoft Office programs.

Work Environment

The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position Type/Expected Hours of Work                                                                                             

This is a full-time, non-exempt position.

Equal Opportunity Employer

Position Summary

Accounts Payable Specialist provides financial, administrative and clerical support to the hotel Area Director of Finance. Completes payments and control expenses, plus processing, verifying and reconciling invoices. Includes day-to-day management of all payment cycle activities in a timely and efficient manner.

Essential Duties and Responsibilities

·         Keeping track of all payments and expenditures, including payroll, purchase orders, invoices, statements, etc.

·         Reconciling processed work by verifying entries and comparing system reports to balances.

·         Maintaining historical records.

·         Paying employees by verifying expense reports and preparing checks

·         Paying vendors by scheduling pay checks and ensuring payment is received for outstanding credit; generally responding to all vendor inquiries regarding finance

·         Preparing analysis of accounts and producing monthly reports

·         Continuing to improve the payment process

-         Confirm Property Cash Drops

-         Create Bank Deposits

-         Managing Cash Over and Short Log

-         Provide Change and Petty Cash Reimbursements

-          Issue New House Banks to Colleagues

-          Audit Employee House Banks

-          Understanding of GL coding and Chart of Accounts

-          Coding Invoices

-          Entering Invoices into the AP System

-          Reviewing Statements and Contacting Vendors as needed

-          Managing Chargebacks by distributing disputes to the appropriate manager

-          Responding to Credit Card Disputes

Qualities: Organized, Attention to Detail, High Quality of Accuracy, Ability to multitask, Self-Starter, Microsoft Outlook and Excel experience. Intermediate or Better Excel Skills Preferred. Sun/PAS Cloud Experience Preferred. Evention Experience Preferred. HMS Experience a Plus.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

Knowledge & Skills

Strong math skills and English fluency required.  Must know 10-key machine by touch, and be familiar with the use and maintenance of other applicable business machines.  Hotel experience preferred.

Detail oriented, organized and efficient. Safety minded. High quality standards for production and service. Strong verbal communications skills, diplomatic and calm. Courteous, friendly and conducts himself/herself in a professional manner. Good team player, trustworthy and reliable. Able to work productively with little supervision.

Education, Work Experience and Requirements

·         Microsoft Office advanced skills required (specifically high-level Excel skillset)

·         Associate’s degree or equivalent

·         Must have excellent computer skills

·         Must be able to work a flexible schedule to include nights, holidays and weekends if needed.

·         Must have excellent communication skills.

·         Prior hotel accounting or hotel experience preferred.

·         Must have working knowledge of general ledger and chart of accounts.

·         Must have strong organizational, accounting, data entry skills, general math skills, financial software,  analyzing information, attention to detail, thoroughness, and reporting research results.

·         Bilingual a plus (English/Spanish)

Certificates, Licenses and Registrations

Physical Demands

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to stand, sit, or walk for an extended period of time. The employee may frequently be required to stoop, kneel, and crouch for duration of shift (eight hours or longer). The employee will need to use hands to finger, handle, or feel; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move and/or push up to 50 pounds without assistance.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be detail oriented; possess strong organizational and time management skills and the ability to multitask. Ability to work a flexible schedule including weekdays, weekends, holiday and nights if needed.

Language Skills

Ability to read and interpret hotel documents. Ability to effectively present information and thoroughly answer questions in one-on-one and small group situations to customers, clients, and other employees of the organization in English.

Reasoning Ability and Computer Skills

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to efficiently use Microsoft Office programs.

Work Environment

The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position Type/Expected Hours of Work                                                                                             

This is a full-time, non-exempt position.

Equal Opportunity Employer