Accounts Payable
Company: Ocean Place Resort and Spa
Location: Long Branch
Posted on: May 21, 2023
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Job Description:
Job Summary: Responsible for processing all invoices and
authorized check payments to hotel vendors in accordance with hotel
standards. Reconciles daily statements and month-end balancing of
payables.
Qualifications
Education & Experience:
--- College degree, Accounting Major, High school graduate.
--- Two years accounting experience.
--- Ability to communicate in English with guests/visitors/vendors
and hotel staff to their understanding.
--- Ability to provide legible communication; compute mathematical
calculations.
Physical Requirements;
--- Ability to remain stationary at assigned post for extended
periods of time.
--- Sedentary work, exerting up to 25 pounds of force occasionally
and/or negligible amount of force frequently or constantly to lift,
carry, push, pull or otherwise move objects.
General Requirements:
--- Ability to input and access information into the computer.
--- Ability to maintain concentration and think clearly.
--- Ability to focus on details and resolve numerical problems.
--- Ability to prioritize, organize and follow up.
--- Ability to maintain confidentiality of pertinent hotel
data.
--- Ability to promote positive relations with vendors and staff
alike.
--- Ability to provide clear and pleasant telephone
communication.
--- Ability to perform job functions with minimal supervision.
--- Ability to work cohesively with other departments and
co-workers as part of a team.
--- Prior training in guest relations.
Duties & Functions
Fundamental Requirements:
--- Maintain complete knowledge of and comply with all policies and
procedures.
--- Maintain complete knowledge of property management system and
manual procedures.
--- Maintain complete knowledge of correct maintenance and use of
equipment; use equipment only as intended.
--- Set up and organize workstation with designated supplies, forms
and resource materials; maintaining cleanliness. Report shortages
to supervisor.
--- Answer telephone within 3 rings, using correct salutations and
telephone etiquette.
--- Post invoices into payables system for payment ensuring
accuracy and pre-authorization of back-up.* Match invoices with
corresponding purchase order and/or market list.
--- Secure Controller/General Manager and Department Head or
Purchasing Manager signature.
--- Review 1099 requirements.
--- Ensure proper ledger coding.
--- Present checks to Controller and General Manager for payment
with all back-up documentation
--- properly approved. Checks are to be ready for signature by each
Thursday afternoon and mail out by Friday afternoon.
--- Maintain a check register in numerical order of all checks and
a check issue log. Check register totals for the month needed to
tie to the general ledger. Note discrepancies.
--- Prepare applicable sales taxes invoices for out of State
vendors, post them to use tax account.
--- Maintain a copy of all beverage invoices and prepare surtax
liability. Submit to Controller for approval.
--- Create new vendor accounts in the system. Ensure each new
vendor submits 1099 information and maintain throughout the
year.
--- Ensure that cancelled checks and voided checks are recorded
"stop payment" by the bank and notify Controller. Keep copy of
cancelled check in voided binder.
--- Maintain files for copies of checks with supporting
documentation in alphabetical order.
--- Maintain files for invoices to be paid. Posted invoices must
have proper coding and stamp with posting sequence number.
--- Maintain files for ACCPAC generated reports. File posting
sequences numerically and a copy of the month end detail summary
aging. Review aging agrees with general ledger.
--- Audit AP aging every month.
--- Perform month end and year end closing procedures.* Prepare
monthly accruals for outstanding invoices and of recurring monthly
expenses.
--- Reconcile Food and Beverage receiving sheets to the general
ledger.
--- Assist with the entering of month end journal entries.
--- Balance the AP bridge account (goods received w/o an
invoice).
--- Reconcile vendor's statements on a monthly basis and follow up
on discrepancies.
--- Handle vendor's payment inquiries and disputes.
--- Maintain priority payment log and ensure all payments are made
on a timely manner. Avoid late and finance fees. Take advantage of
vendor discounts and payment terms.
--- Review payment requests, travel & expenses reports, employee
advances and petty cash, and present to the Controller for approval
prior to payment.
--- Special assignments and duties as assigned by the Controller
and/or Staff Accountant.
--- Assist with other Accounting job functions as assigned.
We're an equal opportunity employer. All applicants will be
considered for employment without attention to race, color,
religion, sex, sexual orientation, gender identity, national
origin, veteran or disability status.
Keywords: Ocean Place Resort and Spa, Brick , Accounts Payable, Accounting, Auditing , Long Branch, New Jersey
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