Accounts Payable & General Cashier

This role supports the hotel’s Finance Department by managing day-to-day Accounts Payable activities, handling General Cashier duties, and ensuring accurate, timely financial records. The position works closely with Purchasing, Cost Control, and Operations to maintain smooth financial processes for both properties.

Accounts Payable

• Obtain daily receiving reports, summaries, purchase requests, LPOs, and update receiving invoices in the system.
• Ensure all invoices carry the required signatures and receiving stamps.
• Prepare payable vouchers and correctly code supplier invoices.
• Request and verify statements of account before processing payments.
• Process supplier payments based on cash flow priorities and approved credit limits.
• Maintain control over serial numbers of payable vouchers.
• File payable vouchers with paid cheques and supporting documents.
• Maintain the merchandise-in-transit ledger with accurate records and balances.
• Process and release all utility payments (telephone, electricity, water), government payments (Tourism Fee, Municipality Tax, VAT), and AMC/contract payments before their deadlines.
• Match invoices with purchase orders and receiving reports, checking quantities, pricing, and calculations.
• Assist in monthly payroll preparation.
• Review petty cash disbursement coding and maintain organized AP files, including bank transfers.
• Verify monthly telephone bills and inform relevant staff of any personal usage.
• Support month-end closing and financial statement preparation.
• Maintain neat filing of payment vouchers and bank transfer documents.
• Reconcile telephone bills monthly, highlighting personal usage before payment.
• Interact with suppliers, customers, and internal departments as required.
• Ensure petty cash reimbursements are processed and disbursed promptly.
  
  

General Cashier

• Collect remittance envelopes from the drop box and reconcile them with the logbook.
• Count cash with a witness to confirm recorded amounts.
• Prepare daily bank deposits and ensure deposits match recorded income.
• Prepare the daily General Cashier report for Financial Controller approval.
• Prepare the General Cashier float count report for review.
• Issue petty cash, prepare vouchers, and submit summaries for FC/GM approval.
• Maintain adequate change funds for all hotel cashiers.
• Maintain a register of pending reimbursements as per policy.
• Deposit daily cash collections for both properties.
• Control cash receipts and foreign exchange vouchers; obtain competitive quotes for forex rates.
• Disburse employee salaries as per hotel policy.
• Perform other cashiering duties as assigned.
  
  

General Ledger & General Finance Tasks

• Prepare monthly bank reconciliations for both properties with full supporting documents, submitted by the 10th of each month.
• Prepare and reconcile balance sheet accounts with supporting documents, submitted by the 15th of each month.
• Post all AP, General Cashier, and journal entries accurately on a daily basis.
• Ensure all invoices and accruals are recorded in the correct month and assist with month-end closing.
• Conduct spot checks for General Store transactions, House Banks, outlet transactions, Night Audit processes, and vacant rooms.
• Coordinate and participate in SOE inventories, documenting missing or damaged items and ensuring departmental justifications and approvals.
• Perform menu and recipe costing as required by operations.