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Accounts Payable

Accounts Payable

Marriott Orlando DowntownOrlando, Florida, United States
30+ days ago
Job type
  • Full-time
Job description

BLURB & BENEFITS

Job Summary :  Responsible for processing all invoices and authorized check payments to hotel vendors in accordance with hotel standards.  Reconciles daily statements and month-end balancing of payables.

Qualifications

Education & Experience :

  • College degree, Accounting Major, High school graduate.
  • Two years accounting experience.
  • Ability to communicate in English with guests / visitors / vendors and hotel staff to their understanding.
  • Ability to provide legible communication; compute mathematical calculations.

Physical Requirements;

  • Ability to remain stationary at assigned post for extended periods of time.
  • Sedentary work, exerting up to 25 pounds of force occasionally and / or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

    • General Requirements :

  • Ability to input and access information into the computer.
  • Ability to maintain concentration and think clearly.
  • Ability to focus on details and resolve numerical problems.
  • Ability to prioritize, organize and follow up.
  • Ability to maintain confidentiality of pertinent hotel data.
  • Ability to promote positive relations with vendors and staff alike.
  • Ability to provide clear and pleasant telephone communication.
  • Ability to perform job functions with minimal supervision.
  • Ability to work cohesively with other departments and co-workers as part of a team.
  • Prior training in guest relations.

    • Duties & Functions

    Fundamental Requirements :

  • Maintain complete knowledge of and comply with all policies and procedures.
  • Maintain complete knowledge of property management system and manual procedures.
  • Maintain complete knowledge of correct maintenance and use of equipment; use equipment only as intended.
  • Set up and organize workstation with designated supplies, forms and resource materials; maintaining cleanliness.   Report shortages to supervisor.
  • Answer telephone within 3 rings, using correct salutations and telephone etiquette.
  • Post invoices into payables system for payment ensuring accuracy and pre-authorization of back-up.

    • Match invoices with corresponding purchase order and / or market list.

  • Secure Controller / General Manager and Department Head or Purchasing Manager signature.
  • Review 1099 requirements.
  • Ensure proper ledger coding.
  • Present checks to Controller and General Manager for payment with all back-up documentation
  • properly approved.  Checks are to be ready for signature by each Thursday afternoon and mail out by Friday afternoon.
  • Maintain a check register in numerical order of all checks and a check issue log.  Check register totals for the month needed to tie to the general ledger.  Note discrepancies.
  • Prepare applicable sales taxes invoices for out of State vendors, post them to use tax account.
  • Maintain a copy of all beverage invoices and prepare surtax liability.  Submit to Controller for approval.
  • Create new vendor accounts in the system.  Ensure each new vendor submits 1099 information and maintain throughout the year.
  • Ensure that cancelled checks and voided checks are recorded “stop payment” by the bank and notify Controller.  Keep copy of cancelled check in voided binder.
  • Maintain files for copies of checks with supporting documentation in alphabetical order.
  • Maintain files for invoices to be paid.  Posted invoices must have proper coding and stamp with posting sequence number.
  • Maintain files for ACCPAC generated reports.  File posting sequences numerically and a copy of the month end detail summary aging.  Review aging agrees with general ledger.
  • Audit AP aging every month.
  • Perform month end and year end closing procedures.

    • Prepare monthly accruals for outstanding invoices and of recurring monthly expenses.

  • Reconcile Food and Beverage receiving sheets to the general ledger.
  • Assist with the entering of month end journal entries.
  • Balance the AP bridge account (goods received w / o an invoice).
  • Reconcile vendor’s statements on a monthly basis and follow up on discrepancies.
  • Handle vendor’s payment inquiries and disputes.
  • Maintain priority payment log and ensure all payments are made on a timely manner.  Avoid late and finance fees.  Take advantage of vendor discounts and payment terms.
  • Review payment requests, travel & expenses reports, employee advances and petty cash, and present to the Controller for approval prior to payment.
  • Special assignments and duties as assigned by the Controller and / or Staff Accountant.
  • Assist with other Accounting job functions as assigned.

    • We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

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