The position is responsible for the collection and review all payment-related documents to initiate creditors payment in accordance with Hotel's payment policies and procedures. He/ She is to ensure the legitimacy and accuracy of the account payable ageing balances. Also to ensure that the payment process is initiated on a timely basis. All necessary documents are attached to the invoice prior to payment and maintain a complete and orderly filing system. The Accounts Officer is to prepare payroll payment for each employee and other related payroll administration tasks.
Account Payable Duties
- To follow all Hotel policies and procedures pertaining to the Accounts Payable.
- Ensure that all hotel systems and internal controls related to accounts payable section are adhered to.
- To assist the Assistant Accountant with performing month end accruals for any unprocessed invoices at the end of the month.
- To input all invoices data into accounting system (Sun System), and make sure accurate account and department code are applied.
- To collect and review all necessary documents for preparation of the payment run (purchase request, purchase order, receiving record, invoice, etc). Ensure the mathematical accuracy, legitimacy and completeness of the transaction before filing them by Supplier name, awaiting payment.
- To arrange the invoices alphabetically which has been posted in the computer and put them in a temporary file until such time that it is paid.
- To prepare Payment Vouchers and initiate the payment process in a timely manner.
- To print a system generated payment summary and ensure the prompt payment of all invoices selected.
- To reconcile balances of Account Payable in subsidiary ledger at the closing of each month with the General Ledger Control Account and prepare the Aging List of Accounts Payable.
- To perform monthly reconciliations between Accounts Payable sub ledger accounts and supplier statements.
- To audit all extensions, approval signature and any prior payment that has been made. Maintain an efficient filing system for Paid Invoices based on the payment voucher number.
- Stamping all documents paid once the payment approval process is completed, to prevent the risk of double payment in the future.
- To properly monitor the issuance of cheques and the safeguard of any unused cheque.
- To perform other duties as assigned by the Director of Finance.
Direct Liaisons
- The Accounts Payable Officer is reporting to the Assistant Accountant.
- Works closely with other departments or attend related meetings to participate in providing or receiving constructive criticism with regards to the department in order to improve efficiency and productivity.
Replacement and temporary mission
- To assist Assistant Accountant to do some General Ledger work such as journal entries, bank reconciliation.
- To attend any other job requirements requested by the Assistant Accountant for the efficient functioning of the Department and to respond to changes in Departmental functions as dictated by the Industry, Company, or the Hotel.
- To be ready and responsible to perform any other duties as designated or required by Management from time to time.
