Accounts Payable Assistant

We invite you to join the world of luxury hospitality at Fairmont Southampton as our new Accounts Payable Assistant. The Accounts Payable Assistant reports to the Assistant Director, Finance & Business Support and is responsible for supporting the accurate and timely processing of the hotel's accounts payable functions. This includes receiving and verifying invoices, ensuring appropriate approvals and supporting documentation are obtained, processing supplier payments, maintaining accurate vendor records, and assisting with account reconciliations and month-end closing procedures.

The Accounts Payable Assistant works closely with Purchasing, Receiving, department heads, and suppliers to ensure that the hotel's payment processes are efficient, accurate, and compliant with Accor and Fairmont standards.

• Receive, review, code, and process supplier invoices accurately and in a timely manner.
• Verify invoices against purchase orders, receiving records, contracts, and other supporting documentation.
• Ensure invoices have the appropriate departmental approvals prior to processing and payment.
• Accurately enter invoices into the hotel's accounting system, ensuring the correct general ledger account, department, and tax codes are applied.
• Maintain organized and complete records of invoices, payment documentation, and supplier correspondence.
• Process employee expense claims, check requests, and other approved payment documentation as required.

• Respond to supplier inquiries regarding invoices, account balances, payment status, and discrepancies in a professional and timely manner.
• Liaise with Purchasing, Receiving, and operational departments to resolve invoice and purchase order discrepancies.
• Maintain accurate supplier account information and assist with vendor statement reconciliations.
• Investigate and resolve duplicate invoices, incorrect charges, missing documentation, and other payment discrepancies.
• Develop and maintain positive working relationships with suppliers and internal stakeholders.

• Reconcile supplier statements and accounts payable sub‑ledgers on a regular basis.
• Review outstanding accounts payable balances and identify aged or unresolved items for follow‑up.
• Assist with the preparation of payment runs in accordance with hotel policies and established payment schedules.
• Ensure all payment documentation is complete, accurate, and properly authorized before payment is released.
• Assist with the reconciliation of bank, credit card, and other financial accounts as assigned.

• Assist with month‑end closing procedures, including identifying and recording accruals for goods and services received but not yet invoiced.
• Provide supporting schedules and documentation for month‑end account reconciliations.
• Assist with accounts payable aging reports and other financial reports as required.
• Ensure outstanding invoices and accruals are reviewed and cleared in a timely manner.
• Support the Finance team during internal and external audits by providing accurate documentation and records.

• Follow Accor, Fairmont, and hotel policies and procedures relating to accounts payable, purchasing, receiving, and financial controls.
• Ensure appropriate segregation of duties, authorization, and supporting documentation are maintained throughout the accounts payable process.
• Protect the confidentiality and security of financial and supplier information.
• Identify opportunities to improve accounts payable processes, reduce errors, and increase efficiency.
• Maintain accurate records in accordance with hotel policies and applicable accounting standards