Senior Accounts Payable Manager

Roles and responsibilities

• To provide an effective system to track Payable Accounts for effective Cash Flow Management;
• To obtain, date-stamp and file all documents which support authorized purchases and services rendered (PRs, POs, Delivery Notes, signed Receiving Records, Contracts etc.) for matching with invoices;
• To process invoices on daily basis i.e. to match them with their authorized supporting documents & receiving records, sort and book the invoices against relevant account and departments;
• To check all the petty cash vouchers for supporting documents, validity and accuracy and posting in the accounting system for payment processing;
• To file all the paid petty cash vouchers properly for future reference;
• Provide a summary of creditors ageing report required by various Finance and Control Section personnel to prepare monthly reports;
• To review and determine all payments due and to submit the payment requests and disbursement schedule to Finance Manager for review and signature prior to the actual preparation of cheques.
• To prepare cheque payments and submit them, with supporting documents for final approval and signatures of the Director of Finance and General Manager;
• To raise and record cheques for urgent payments;
• To prepare month-end report closing of Accounts Payable;
• To prepare monthly accruals for goods and services received but not invoiced;
• To prepare monthly provision for any major contracted services;
• To co-operate and assist in reconciling the month-end inventory book balances to actual physical counts’
• To prepare and follow-up on some balances sheet schedule as instructed including all the advanced payments;
• To have a full working knowledge and capability to supervise, correct and demonstrate all duties and tasks in the assigned work[lace to the standard set;
• To ensure all files and reports are properly filed for future reference;
• To assist in carrying out quarterly, semi-annual, annual inventory of operating equipment;
• Ensure loyalty of key suppliers of the hotel, resulting to lower cost per unit.
• To assist in implanting and streaming the internal control procedures (FOCUS Audit) covering all activities of the hotel.
• Other tasks as assigned.
  

Qualifications

• Minimum of 5 years of relevant experience in the hotel industry preferably in luxury segment.
• Service focused with keen eye for details.
• Strong user knowledge of Microsoft Outlook, Microsoft Office, Opera, Sun System or its equivalent.

Desired candidate profile

1. Accounts Payable Oversight

• Invoice Processing: Ensure that invoices are processed in a timely manner, accurately matching purchase orders, receipts, and contracts before payment is made.
• Payment Approvals: Oversee the review and approval of payment requests, ensuring that they are authorized in accordance with company policies and procedures.
• Payment Schedules: Ensure timely payments to vendors and suppliers according to payment terms, helping to maintain good relationships and avoid late fees.
• Reconciliation: Reconcile accounts payable records to ensure the accuracy of transactions and ensure payments are recorded correctly in financial statements.

2. Team Management and Supervision

• Team Leadership: Lead and supervise the accounts payable team, ensuring that tasks are assigned effectively, deadlines are met, and high standards of accuracy are maintained.
• Training and Development: Provide training and ongoing support to AP staff on procedures, policies, and software tools. Foster a culture of continuous improvement and development within the team.
• Performance Evaluation: Monitor and assess team performance, providing feedback and setting goals to improve efficiency and accuracy.

3. Vendor Management

• Vendor Relations: Develop and maintain strong relationships with key suppliers and vendors. Communicate with vendors to resolve payment disputes, discrepancies, and issues in a professional and timely manner.
• Contract and Payment Terms Management: Ensure that vendor contracts and payment terms are adhered to, optimizing payment schedules for better cash flow management.

4. Internal Controls and Compliance

• Internal Controls: Establish and enforce internal controls to ensure the accuracy and integrity of financial transactions and prevent fraud or errors.
• Audit and Compliance: Prepare and facilitate audits of accounts payable processes, ensuring compliance with tax laws, accounting standards, and company policies. Maintain proper documentation for audits and legal requirements.