Accounts Payable

Thousand Nights Collection (Hotels) & Hospitality Concepts (Restaurants)· Department: Finance·

Reports To: Financial Controller·

Location: Head Office (with occasional property visits)·

Job Code: TNC-HO-AP01

Position Summary

The Accounts Payable Accountant is the custodian of the organization's vendor relationships and payment integrity, responsible for the accurate, timely, and compliant processing of all outgoing payments across our diverse hospitality portfolio. This role demands specialized expertise in managing the complex procurement needs of both hotel operations and restaurant/kitchen environments, ensuring suppliers ranging from global food purveyors to luxury amenity providers are paid accurately while maintaining strict financial controls. The incumbent safeguards company assets through meticulous verification and serves as a critical partner to operational teams in maintaining uninterrupted supply chains for our guest experiences.

Key Responsibilities & Duties·

End-to-End Payment Processing:·

Process full-cycle accounts payable for all entities: verify invoices, obtain proper approvals, code expenses, and prepare payments via check, wire transfer, and online banking.·

Manage payment cycles for distinct operational needs:·

Hotel Operations:

Utility bills, linen/amenity suppliers, maintenance contracts, technology licenses, insurance premiums.·

Restaurant/Kitchen Operations:

Food & beverage purveyors, specialty importers, kitchen equipment leases, smallware suppliers, beverage distributors.·

Handle recurring payments (rent, software subscriptions, service contracts) and employee expense reimbursements with strict adherence to policy.·

Ensure all payments are executed within agreed vendor terms to optimize cash flow and maintain supplier relationships.·

Invoice Verification & Three-Way Matching:·

Perform rigorous three-way matching for all purchase order-based invoices: Purchase Order (PO) → Goods Received Note (GRN) → Supplier Invoice.· Investigate and resolve discrepancies between purchase orders, delivery receipts, and invoices in collaboration with the Purchase Manager, Store Manager, and receiving teams.·

Verify pricing, quantities, and calculations on all invoices, particularly for volatile commodity items (fresh produce, seafood, meats).·

Review and process credit memos and supplier debit notes accurately.·

Vendor Management & Master File Integrity:·

Maintain and update the vendor master file, ensuring accurate banking details, W-9/1099 information (or local tax equivalents), and payment terms.·

Serve as the primary point of contact for vendor payment inquiries, resolving issues professionally and promptly.·

Conduct periodic vendor statement reconciliations.·

Support the onboarding of new vendors by collecting required documentation (tax certificates, trade licenses).·

Month-End Closing & Accruals:·

Perform accurate and timely month-end closing procedures for the AP module.· Prepare and post month-end accruals for goods received but not invoiced (GRNI), particularly critical for F&B cost of sales.·

Reconcile the accounts payable ledger to the general ledger.·

Provide supporting schedules and analysis for the Financial Controller.· Compliance, Controls & Reporting:·

Enforce and adhere to the company's delegation of authority (DOA) matrix for payment approvals.·

Ensure compliance with sales/use tax regulations on applicable purchases.· Maintain an organized and secure filing system (electronic and physical) for all AP documents, ensuring easy retrieval for audits.·

Prepare aged payable reports, cash flow forecasts for upcoming payments, and other ad-hoc management reports.·

Actively support internal and external audit processes by providing requested documentation and explanations.·

Process Improvement & Departmental Support:·

Identify opportunities to streamline AP processes through automation or procedural enhancements.·

Assist operational departments with vendor payment status inquiries and invoice research.·

Work closely with the Purchase Department to ensure the procure-to-pay cycle is efficient and controlled.·

Train new department staff on AP policies and systems as needed.Qualifications & Experience·

Education:·

Bachelor's degree in Accounting, Finance, or related field.·

Diploma in Accounting with substantial relevant experience will be considered.· Experience:·

Minimum of 3-5 years of experience in a high-volume Accounts Payable role.· Required: Experience within the hospitality industry, specifically with exposure to hotel and restaurant/F&B procurement cycles.·

Experience with inventory-linked payables and cost of goods sold accounting is essential.·

Proven experience with automated AP workflows and electronic payment systems.Technical Skills & Competencies·

Minimum of 3-5 years of experience in a high-volume Accounts Payable role.· Required: Experience within the hospitality industry, specifically with exposure to hotel and restaurant/F&B procurement cycles.·

Experience with inventory-linked payables and cost of goods sold accounting is essential.·

Proven experience with automated AP workflows and electronic payment systems.Performance Metrics (KPIs)·

Payment Accuracy: Achieve >99.5% error-free payment processing.·

Timeliness: Process >95% of approved invoices for payment within established service level agreements (SLAs).·

Discount Capture: Capture 100% of early payment discounts offered by vendors.· Process Efficiency: Maintain a low cost-per-invoice processed.·

Vendor Satisfaction: Positive feedback from key suppliers regarding payment processes and communications.·

Working Conditions·

This is a head office-based role with standard working hours, though flexibility is required during month-end and year-end closing periods.·

High-volume, computer-intensive work requiring prolonged concentration.· Environment is deadline-driven, with multiple weekly payment runs and monthly closing schedules.·

Regular interaction with procurement, receiving, and operational department staff.

Job Types: Full-time, Permanent, Contract
Contract length: 24 months

Pay: Up to RO250.000 per month

Education:

• Master's (Preferred)

Experience:

• Accounts Clerk: 2 years (Required)

Language:

• English, Hindi (Required)