Accounts Payable Specialist

Job Description

Job Description

Job Summary

Responsible for the processing, recording, and dispensing of payments for all hotel liabilities incurred. This position reports directly to Financial Controller, workload supervised by Finance Management.

Essential Job Functions

• To accurately perform varied accounting type duties pertaining to the accurate and up-to-date maintenance of the hotel's payable records and files.
• Ability to prepare and analyze data, figures, and transcriptions prepared on and generated by computer.
• Perform other Accounting and / or job-related duties as requested and required.
• Must be able to speak, read, write and understand the primary language(s) used in the workplace.
• Requires good communication skills, both verbal and written.
• Ability to work accurately and rapidly with figures.
• On a daily basis, sort all mail by invoices and statements. Statements are to be used as reinforcements that all invoices have been received and differences are to be reconciled monthly. Resolve any invoice discrepancies as required with vendors.
• Answer phone inquiries relating to the payment of invoices and establish a good working relationship with vendors.
• Invoices are to be matched to the purchase order and any receipts of purchase.
• Review the coding on the purchase requisition. Quantities, prices and extensions are to be audited with discrepancies brought to the attention of the Financial Controller.
• Invoices are to be signed by the respective department head for review and approval. All invoices must be approved prior to payment being issued.
• Review food and beverage invoices on the receiving report for accuracy before entering.
• Review food and beverage requisitions and maintain month to date excel report of purchases and costs.
• Check requests need the approval of the Department Manager, General Manager and Chief Financial Officer. Sufficient backup is required. Five business days should be allowed for processing, at a minimum.
• File posted, unpaid invoices in unpaid A / P files, alphabetically. Storage paid invoices in a file which should be purged for storage annually and new files set-up.
• Run aging summary report weekly for review by the Chief Financial Officer. Mark vendors that have called and requested payment. In addition, forward any pertinent messages and / or correspondence to Supervisor for review.
• Maintain critical date(s) list and contract list. Copy to Chief Financial Officer the 15th of each month. Update as necessary.
• Advise Chief Financial Officer & Financial Controller of any critical invoices / check requests due and payable as necessary.
• Maintain Certificates of Insurance alphabetically by year.
• Print checks and register each Wednesday. Present to Executive Managing Director for signature as early as possible. Distribute as instructed.
• Create a Capital Expenditures log and file so it can be used by the Chief Financial Officer for budget.
• Create and monitor prepaid account’s log, make notes for when account subscriptions renewals are due.
• Complete month end procedures, i.e. post all invoices in the appropriate month and prepare Invoice Accruals and F&B Requisitions for closing.
• Review all Purchase Orders prior to month-end closing for missing invoices.
• Process and file year-end 1099-misc forms as required by filing deadline.
• Perform other related duties as assigned.

Education, Experience and Skill Requirements

Carillon Miami Wellness Resort is an equal opportunity employer.