Cluster Accounts Payable (AP) Clerk

Position Purpose

The Accounts Payable (AP) Clerk is responsible for managing and processing accounts payable transactions for multiple hotels within the cluster. This role ensures accurate and timely recording of all payables, maintaining compliance with company policies and procedures.

Duties & Key Responsibilities

Accounts Payable Management

· Account for and audit all purchase orders, receiving records, and suppliers’ invoices, ensuring proper matching procedures.

· Ensure all invoices have proper supporting documents and authorization before processing payment.

· Prepare vouchers, including cost distributions and account codes for all suppliers’ invoices and credit memos.

· Post all transactions and stamp “POSTED” after completion.

Payment Processing

· Review all payments by bank transfer, or other means, and forward for approval and signature.

· Ensure timely and accurate processing of payments, using the best rates for foreign currency transactions where applicable.

Reconciliation and Reporting:

· Balance suppliers’ monthly statements to the hotels’ accounts payable records.

· Prepare trade accruals at month-end and ensure timely tax processing and submission.

· Reconcile accounts payable ledger to ensure all transactions are accurately recorded.

Compliance and Audit

· Ensure compliance with company policies, statutory requirements, and internal controls.

· Assist with internal and external audits by providing necessary documentation and explanations.

· Ensure all information relating to bank account details and balances is treated as confidential.

Customer and Supplier Support

· Answer suppliers’ and other parties’ queries relating to accounts payable.

· Maintain an up-to-date filing system for accounts payable records .