Accounts Payables Clerk

JOB OVERVIEW:

Process all invoices and authorized check payments to hotel vendors in accordance with hotel standards. Reconcile daily statements and month-end balancing of payables. Reconcile concessionaries' accounts every month.

REPORTS TO: Assistant Controller.

SUPERVISES: N/A.

WORK ENVIRONMENT:

Accounting offices.

Job involves working:

• under variable noise levels.
• indoors

KEY RELATIONSHIPS:

Internal: Accounting staff, Department Managers, Executive Committee Members, Purchasing Agent.

External: Hotel guests/visitors, vendors, Corporate staff and other Peabody Hotels' staff.

ESSENTIAL JOB FUNCTIONS

1. Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
2. Maintain complete knowledge of correct maintenance and use of equipment. Use equipment only as intended.
3. Anticipate guests' and vendors' needs, respond promptly and acknowledge all guests and vendors, however busy and whatever time of day.
4. Maintain positive guest, vendor and co-worker relations at all times.
5. Resolve guest and vendor complaints, ensuring guest and vendor satisfaction.
6. Monitor and maintain cleanliness, sanitation and organization of assigned work areas.
7. Maintain complete knowledge of property management system and manual procedures.
8. Set up and organize workstation with designated supplies, forms and resource materials; report shortages to supervisor.
9. Answer telephone according to Peabody Service Excellence practices.
10. Maintain accurate files.
11. Review open vendor balances and resolve with Assistant Controller.
12. Review accuracy of charges; reconcile differences with vendor.
13. Review vendor statements. Resolve any invoices, which are beyond the acceptable terms for payment.
14. Prepare authorized invoices for payment to vendors. Ensure that the coding on invoices is consistent and within the guidelines of chart of accounts.
15. Create new vendor accounts in system and update vendor master accounts.
16. Verify ledger codes, batch invoices and post invoices.
17. Print checks and attach to matched documentation; distribute to designated personnel for authorized signature. Take advantage of all discounts.
18. Receive manual check requests and verify accuracy of information and authorized approvals; input into vendor master as paid after cutting the check.
19. Trace all authorized service and contract payments and process payments.
20. Maintain accurate record of all issued checks.
21. Ensure security of all unused checks.
22. Collate check copies, attach to respective invoices and file.
23. Print designated reports and distribute as specified by Controller.
24. Weekly check runs.
25. Print designated reports and distribute as specified by Controller.
26. Cancel invoices and void checks.
27. Maintain vendor tax information.
28. Complete month-end closing procedures.
29. Handle disputed charges by vendors.
30. Supervise Payables Clerks' duties to assure they are accurate and on time.
31. Keep Assistant Controller updated on any work-related problems.

SECONDARY JOB FUNCTIONS

1. Assist with other Accounting job functions as assigned.