Position Title: Accounts Payable Specialist

Department: Finance

Reports To: Cluster Financial Controller

Job Summary: The Accounts Payable Specialist is responsible for managing and processing all aspects of the hotel’s accounts payable operations, ensuring timely and accurate payment of invoices and adherence to financial policies and procedures. Proficiency in Sun Systems and Opera PMS is highly preferred, as these platforms are integral to the hotel’s financial and operational processes. This position requires strong attention to detail, organizational skills, and an understanding of hotel industry-specific financial practices.

Key Responsibilities
1. Invoice Processing and Payment:
o Review and verify invoices for accuracy, appropriate approval, and proper coding.
o Match invoices to purchase orders and delivery receipts where applicable.
o Process invoices and payments accurately and efficiently using Sun Systems.
2. Vendor Relations:
o Maintain relationships with vendors and respond to inquiries regarding payment status.
o Resolve discrepancies in a professional and timely manner.
o Ensure all vendor accounts are set up and maintained in Sun Systems.
3. System Management:
o Manage and maintain the hotel’s financial data in Sun Systems, ensuring accuracy and compliance with internal controls.
o Collaborate with front office operations through Opera PMS for reconciliation of guest folios, advance deposits, and payment applications.
o Utilize both Sun Systems and Opera PMS to ensure smooth integration of payable transactions with the hotel’s operations.
4. Reconciliation:
o Reconcile accounts payable ledger to ensure all payments and invoices are accounted for and posted correctly.
o Perform monthly reconciliation of vendor statements to the hotel’s records.
5. Compliance and Recordkeeping:
o Adhere to internal controls, hotel policies, and local regulatory requirements.
o Maintain organized and secure records of all invoices, payments, and communications.
o Ensure compliance with tax regulations, including VAT, withholding tax, and other applicable laws.
6. Reporting:
o Prepare accounts payable reports, including aging analysis and cash flow forecasts.
o Assist in month-end closing and provide necessary documentation to auditors.
7. Collaboration:
o Work closely with the procurement, front office, F&B and other departments to ensure proper documentation and approval processes.
o Coordinate with finance team members on cross-functional activities and projects.

Qualifications and Skills
 Education:
o Bachelor’s degree in Accounting, Finance, or related field preferred.
o Professional certification (e.g., CPA, CMA) is an advantage.
 Experience:
o At least 2 years of experience in accounts payable, preferably in the hotel or hospitality industry.
o Hands-on experience with Sun Systems and Opera PMS is a strong advantage.
 Technical Skills:
o Proficiency in hotel-specific financial systems, particularly Sun Systems and Opera PMS.
o Strong command of Microsoft Office Suite, especially Excel.
o Knowledge of accounting principles and hospitality industry standards.
 Soft Skills:
o Strong attention to detail and accuracy.
o Excellent organizational and multitasking skills.
o Effective communication and problem-solving abilities

HOW TO APPLY

Interested candidates for any of the above positions should submit an application letter, a detailed copy of their cv,names and contact information (Email addresses and telephone numbers) of three referees. The candidate must clearly indicate the title of the position applied for (as it appears in the advertisement )on the heading of the email. Application should be submitted to the Human Resources email, [email protected]

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