Job Abstract

Position Summary: Provides financial, administrative and clerical support by ensuring payments are completed and expenses are controlled. Lead/Assist with month end closing, accruals and research.  Receives, processes, verifies and reconciles invoices; processes payments; addresses vendor inquiries; maintains records according to established policies and procedures.

1. Analyzes and maintains all vendor communication and correspondence including, reviewing and processing invoices and disbursements, preparing various reports, monitoring critical payment lists, verifying vendor statements, etc. Matches purchase orders to invoices and enter invoices into computer. Resolves any purchase order, contract, invoice, or payment discrepancies by researching documentation, issuing stop payments, adjustments and/or interfacing with vendors and appropriate internal/external staff. Monitors discount opportunities and verifies federal identification numbers. Ensures appropriate credit is received for outstanding memos.
2. Pays invoices by verifying transaction information, scheduling and preparing disbursements, and obtaining proper authorization of payment. Reconciles processed work by verifying entries and comparing system reports to balances. Charges expenses to accounts and cost centers by analyzing invoice/expense reports and recording entries. Verifies and prepares checks for mailing.
3. Process payments to employees by receiving and verifying expense reports, incentive payments, and other approved reimbursements or payments.
4. Maintains accounting records and ledgers by verifying and posting account transactions into the computer systems. Maintains accounting department files and records. Assists with month-end and year-end closing, runs monthly, yearly reports as required. Prepares spreadsheets as needed.
5. Performs general clerical duties including but limited to filing, photocopying, faxing, typing, and data entry. Sorts and distributes internal and external mail. Answers, screens and directs incoming calls and emails.
6. Follows all safety policies and procedures. Reports potential safety issues to manager whenever observed and takes immediate action to resolve in emergency situations. OSHA laws require the use of Personal ProtectiveEquipment (PPE) when performing work duties that have the potential of risk to your health or safety. Team members will be trained in the proper use and care of assigned PPE if applicable. The hotel provides the required PPE. Team member has responsibility to report defective, damaged or lost PPE or equipment that does not fit properly to their Manager. Maintains strict compliance with hotel's Hazardous Material (HAZMAT) program and familiarizes self with current MSDS.
7. Reporting to work as scheduled (on time and on regular basis) is an essential function of the job.
8. Support AP Clerk with AP procedures and questions that arise during the work flow.  Train AP clerk when new procedures are implemented.  Work with Managers to ensure proper procedures are followed.
9. Handles challenging vendor accounts with consistence and opens line of communication so that we continue to keep accounts current and maintain good relationships.
10. Works closely with the Purchasing department to ensure that our procurement system is kept current and all PO’s are handled monthly.

1. High school diploma or general education degree (GED); or equivalent combination of education and experience.
2. Requires one to two years of related accounting experience.
3. Requires general knowledge of accounting and bookkeeping transactions commonly used at comparable hotel or resort.
4. Must have excellent customer service/communication skills to work with vendors and internal/external customers.
5. Able to use mathematics to solve problems.
6. Requires ability to use computers programmed with accounting software to record, store and analyze information. Proficiency in MS Office, including the ability to set up and use spreadsheet programs designed in Excel.  Netsuite experience is a plus.
7. Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. Requires attention to detail. Must be able to solve problems and remain calm and alert during busy activity periods or in an emergency.
8. Must be able to speak, read, write and understand English to understand instructions, safety rules, and communicate with guests and vendors.
9. Able to work independently with minimal guidance and as part of a team.
10. Completes all required training as scheduled.
11. Due to the cyclical nature of the hospitality industry, team members may be required to work varying schedules to reflect the business needs of the hotel. Work schedules will include working on holidays, weekends and alternate shifts.
12. Must maintain a clean appearance and professional demeanor.