Account Payable Clerk

1. Maintain complete knowledge of and comply with all hotel/departmental policies and procedures.

2. Maintain complete knowledge of property accounting system and manual procedures.

3. Use equipment only as intended.

4. Responsible for maintaining accurate files on all authorized Purchase Orders, paid and unpaid invoices according to accounting procedures.

5. Match all invoices and delivery dockets received to approved Purchase Order and review accuracy of charges with the Assistant Director of Finance. Reconcile differences with Purchasing Director and/or vendor and inform the Director of Finance and/or the Assistant Director of Finance regarding those invoices which are beyond the acceptable terms of payment for his follow-up.

6. Review the matching of food and beverage invoices to the Daily Receiving Report.

7. Prepare authorized invoices for payment to vendors according to accounting procedures.

8. Follow-up with the vendor concerned on goods received without invoices.

9. Create new vendor accounts in the system with the approval of the Assistant Director of Finance and Director of Finance.

10. Verify ledger codes, batch invoices and post invoices following system procedures and accounting policies.

11. Reconcile total of invoices posted with the cost control report before month-end closing.

12. Review all vendor statements and reconcile any disputes.

13. Print checks and attach to matched documentation for the Assistant Director of Finance.

14. Receive manual check requests and verify accuracy of information and authorized approvals; input into vendor master as paid after cutting the check.

15. Maintain accurate record of all issued checks.

16. Ensure security of all unused checks.

17. Collate check copies, attach to respective invoices and file in appropriate vendor file.

18. Place signed checks in envelopes after authorized release is given from the Director of Finance and mail to vendors.

19. Ensure that cancelled invoices and void checks are executed in accordance with Accounting policies, after confirming with the Director of Finance.

20. Assist the Assistant Director of Finance with the month-end closing as specified.

21. Trace all contracts and process payments according to contracted due dates.

22. Monitor travel authorization and expense vouchers.

23. Be familiar with all hotel services and facilities to respond to guest inquiries accurately. Promote positive guest relations.

24. Coordinates with the relevant departments on accruals to be made for goods and services received but not invoice.

25. Successfully complete the Training/Certification process for this position.