Accounts Payable Officer

Roles and responsibilities

As an Accounts Payable Officer, you are responsible for managing and processing all invoices received for payment in a timely and accurate manner. This role ensures that financial obligations are met while maintaining strong relationships with vendors and compliance with company policies and regulations.

• Collate suppliers’ documentation for processing
• Ensure all invoices have the appropriate documentation attached and approvals prior to processing. Check and match invoices and delivery order with purchase order or purchase requisition.
• Process all invoices and suppliers’ statement of accounts.
• Record and process payments of goods and services
• Maintain a filing system for accounts payable records
• Check arithmetic accuracy of invoices and assign general ledger codes as per chart of accounts
• Assist in reconciling the weekly purchase log.
• Ensure invoices are approved by the Head of Department / Executive Committee before payment is processed
• Prepare cheque run for approval on a weekly basis or a timely manner. Prepare payment through pre-printed cheque, manual cheque, Giro banking payment and Telegraphic Transfer.
• Ensuring all expense and travel claims submitted are in order with all the necessary supporting documents before submitting for final approval
• Liaising with vendors on payment issues and disputes
• Assist in preparing the accruals journal at month end for regular suppliers and delivery dockets not paid
• Assist in preparing the payment of travel agent commissions and ensure all supporting documents are in place
• Assist to post journal for month-end closing
• Assist to reconcile VAT input listing for month end closing and VAT filing.
• Communicate and coach Finance team members to ensure Finance policies and procedures are adhered to.
• Interact with department and hotel staff in a professional and positive manner to foster good rapport, promote team spirit and ensure effective 2-way communication.
• Work better together with the other Finance team member, taking over the duties when he/she is not available.
• Build and maintain positive relationships with all internal customers and suppliers in order to exceed their needs
• Take action to address these needs in order to exceed their expectations.
• Strict implementation of the Control Self-Assessment (CSA) and achieve 100% score in CSA Audit of Accounts Payable category
• Demonstrate Awareness of OH&S policies and procedures and ensure all procedures are conducted safely and within OH&S guidelines
• Be aware of duty of care and adhere to occupational, health and safety legislation, policies and procedures
• Be familiar with property safety, first aid and fire and emergency procedures and operate equipment safely and sensibly
• Initiate action to correct a hazardous situation and notify supervisors of potential dangers
• Log security incidents and accidents in accordance with hotel requirements
• Ensure compliance to the IHG policies, procedures and statutory requirement
• Maintain accounting controls by preparing and recommending policies and procedures to improve the work flows in accounts department
• Coordinate and administrate in Control Self-Assessment audit
• Reports directly to and communicates with the accountant on all matters pertaining to accounting and financial controls. And performs other duties as required.

Desired candidate profile

• Attention to Detail:

  • Strong ability to spot discrepancies in invoices, payment amounts, and accounts.
  • Ensuring accuracy when entering data and reconciling accounts.

• Accounting Knowledge:

  • Understanding of basic accounting principles, including accruals, debits, credits, and accounting software.
  • Familiarity with the general ledger, accounts payable entries, and journal entries.

• Invoice Processing:

  • Proficiency in processing invoices, matching them with purchase orders or receipts, and verifying accuracy.
  • Ensuring that all documentation (invoices, purchase orders, receipts) is properly filed and stored.

• Payment Management:

  • Ability to handle various types of payments (e.g., checks, bank transfers, electronic payments).
  • Ensuring timely payments to vendors and suppliers to maintain good relationships and avoid late fees.

• Bank Reconciliation:

  • Regularly reconciling bank statements and accounts payable transactions to ensure accuracy.
  • Investigating discrepancies between bank statements and internal financial records.

• Time Management:

  • Prioritizing tasks and ensuring that deadlines for payment processing and month-end closings are met.
  • Managing a high volume of transactions while maintaining accuracy and compliance.

• Communication Skills:

  • Interacting professionally with suppliers, vendors, and internal departments to resolve discrepancies or clarify payment-related issues.
  • Ability to communicate effectively in both written and verbal forms.

• Problem-Solving Skills:

  • Identifying and resolving discrepancies between invoices, purchase orders, and payments.
  • Proactively following up with vendors, suppliers, or internal departments to resolve payment issues or errors.

• Software Proficiency:

  • Proficient in using accounting software (e.g., QuickBooks, SAP, Oracle, Microsoft Dynamics) and Microsoft Excel for data entry, reporting, and reconciliation.
  • Familiarity with electronic invoicing and payment platforms.

• Knowledge of Tax Regulations:

  • Understanding tax-related aspects of accounts payable, such as handling VAT (Value Added Tax) or other local tax regulations, and ensuring compliance.