Accounts Payable Assistant

Roles and responsibilities

The Accounts Payable Executive is responsible for managing and processing payments to vendors, suppliers, and other stakeholders. This role involves verifying invoices, reconciling accounts, ensuring compliance with company policies, and maintaining accurate financial records.

Receive, review, and verify invoices for accuracy and appropriate approvals before processing payments.
Ensure timely payments to vendors via checks, bank transfers, or other payment methods.
Reconcile accounts payable ledger to ensure that all payments and transactions are recorded correctly.
Communicate with vendors regarding invoice discrepancies, payment inquiries, and account reconciliations.
Ensure all invoices and payments comply with company policies, tax regulations, and financial guidelines.
Process employee expense claims and ensure adherence to corporate policies.
Assist in month-end closing by preparing accounts payable reports and supporting documentation.
Provide necessary documentation and support during internal and external audits.
Identify and implement process improvements to enhance efficiency and accuracy in accounts payable operations.
Invoice Processing
Receiving and Reviewing Invoices: Receive and review all incoming invoices from vendors and suppliers for accuracy, completeness, and compliance with company policies.
Matching Invoices to Purchase Orders: Verify that invoices match purchase orders (POs) and receipts, ensuring that all terms, pricing, and quantities are correct.
Approving Invoices: Forward approved invoices to the appropriate department for final approval before payment.
Data Entry: Enter invoice details into the accounting or ERP system accurately, ensuring all necessary information is recorded for financial reporting.

Desired candidate profile

Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
Proven experience in accounts payable or a similar role in Hospitality industry.
Strong understanding of accounting principles and financial regulations.
Proficiency in accounting software (e.g., SAP, QuickBooks, Oracle) and MS Excel.
Attention to detail and strong analytical skills.
Excellent communication and problem-solving abilities.
Ability to work independently and meet deadlines.
Payment Processing
Processing Payments: Ensure that payments are made in accordance with the payment terms specified by the supplier, ensuring timely and accurate processing of payments via various methods, such as bank transfers, checks, or electronic funds transfers (EFT).
Payment Scheduling: Schedule and prepare payment runs to ensure timely payment of bills and to optimize cash flow management.
Reconciling Payment Records: Reconcile payment records to ensure that payments are made and accurately recorded, and match the corresponding invoices.
Vendor Relationship Management
Communicating with Vendors: Establish and maintain good relationships with vendors and suppliers, answering inquiries, resolving issues related to payments or discrepancies, and ensuring that payment terms are clearly understood and followed.
Dispute Resolution: Address and resolve any disputes regarding billing discrepancies, payment delays, or invoicing issues in a professional and efficient manner.
Maintaining Vendor Records: Maintain and update accurate vendor records, including contact details, tax identification numbers, payment terms, and other relevant data.