Account Payable Clerk

Accounts Payable Clerk

Job Qualifications

Ideally holds a Degree or Diploma in Finance, Accounting, Commerce, Hospitality, or Tourism Management.
Minimum of 2 years' experience as an Accounts Payable Clerk, Accounting Clerk, or Accountant in a large hotel or hospitality operation.
Sound knowledge of accounting principles and accounts payable procedures.
Proficient in Microsoft Office applications and hotel financial systems.
Strong analytical, problem-solving, organizational, and administrative skills.
Excellent communication and interpersonal skills with a high level of integrity and attention to detail.
Ability to meet deadlines and work effectively in a fast-paced environment.

D. Key Areas of Responsibility

Operational
Process supplier invoices by matching them with approved Purchase Orders (POs), Purchase Requisitions (PRs), Delivery Notes, Receiving Reports, and other supporting documentation.
Verify invoice accuracy, account allocations, quantities, pricing, and supporting approvals before processing.
Batch, post, and distribute invoices for departmental approval in a timely manner.
Maintain complete and accurate filing of all purchasing and payment documentation.
Prepare supplier payment schedules for review and approval by the Director of Finance or Assistant Director of Finance.
Prepare payment vouchers, cheques, bank transfers, and urgent manual payments as required.
Monitor supplier statements and reconcile outstanding balances.
Prepare month-end accruals for goods and services received but not yet invoiced.
Assist with month-end closing procedures and inventory reconciliations.
Conduct periodic audits of purchase transactions, pricing, and receiving variances.
Ensure all Accounts Payable transactions comply with company policies and internal controls.
Customer Service
Provide courteous, professional, and timely support to internal departments, suppliers, and business partners.
Respond promptly to enquiries related to invoices and payments.
Build and maintain positive working relationships with colleagues, vendors, and external stakeholders.
Handle payment-related issues professionally and follow up until resolved.
Financial
Ensure invoices and payments are processed accurately and within agreed payment terms.
Support effective cash flow management through timely payment scheduling.
Maintain accurate accounting records and assist in financial reporting.
Identify opportunities to improve efficiency while maintaining financial controls.
Support compliance with company financial policies, accounting standards, and audit requirements.
Personnel
Support the Finance team by sharing knowledge and assisting colleagues when required.
Participate in departmental training and continuous professional development.
Maintain a cooperative and professional working environment.
Comply with all hotel policies, procedures, and standards.
Promote a culture of teamwork, accountability, and continuous improvement.
Administration
Maintain complete, organized, and up-to-date Accounts Payable records and filing systems.
Ensure all payment documentation is properly retained for audit purposes.
Process travel agent commission payments and related reconciliations where applicable.
Maintain supplier master files and supporting documentation.
Assist in preparing reports requested by management.
Support physical inventory counts and related reconciliation processes when required.
Ensure confidentiality of financial records and information at all times.
Other Duties
Maintain knowledge of relevant tax regulations, financial legislation, and company policies.
Attend all required meetings and training sessions.
Maintain high standards of professional appearance and conduct.
Comply with all health, safety, fire, hygiene, and security procedures.
Promote the hotel's values through professional behaviour at all times.
Establish and maintain positive relationships with suppliers and business partners.
Carry out any other reasonable duties assigned by the Director of Finance, Assistant Director of Finance, or Finance Manager.

ance.