Account Payable Supervisor

Account Payable Supervisor Job Description

Maintain a system of purchase orders, receipts, invoices and cheque requests in order to promptly and adequately support, document and process for payment all hotel payables according to the company’s policies and procedures.

To ensure payments are made in a timely and accurate manner; all relevant records are completed and accurately posted; accurate aging of all accounts which are reconciled to the General Ledger control account.

• Verify that all invoices are supported by duly approved purchase orders when applicable, signed receiving documentation and/or the approval of authorized management personnel.
• Ensure invoices have relevant documents such as PO, AFE, Contract etc.
• Verify the invoices to check the unit of issue, unit price, quantity, extension against the hotel purchase order and receiving advice.
• Code invoices to the appropriate general ledger account and submit to Chief Accountant for verification.
• Obtain approval for invoices from the appropriate department prior to processing the invoice on the accounts payable system.
• Ensure invoices without relevant supporting documents are approved by respective Department Heads or Division Heads.
• Ensure invoices are correctly posted into system either manually or through the FMC upload file.
• Maintain approved up-to-date vendor/supplier database on the accounts payable system.
• Print & submit cheques with all supporting documents to the Director of Finance & General Manager for their signatures.
• Maintain a close working relationship with the purchasing, receiving and cost control staff.
• Reconcile main vendor statements monthly in order to ensure that the account is kept current.
• Check vendor statements as they are received and resolve all discrepancies directly with the vendor.
• Maintain alphabetical files by vendor containing complete invoices and backup attached to the cheques for efficient access after payment; all filing is kept current.
• Ensure all expenses for the month are posted.
• Prepare list and backup for accruals (invoices received after closing and goods and services received but not yet invoiced).
• Run the required reports at month end and ensure that the aging is balancing with the GL.
• Perform any other duties that may be assigned from time to time by management.

• Accounting diploma holder would be preferred.
• Knowledge of Microsoft Office mainly excel is a must.
• Knowledge of SUN system will be an advantage.

• Minimum of 2-3 years experience in accounting with at least 1 year in A/P in a hotel.