Accounts Payable Specialist

About the role

Process vendor invoices, support hotel and Food & Beverage accounting, and assist with month-end closing procedures in a hotel finance environment.

Responsibilities

• Receive, review, and process vendor invoices on a timely basis
• Verify invoices against purchase orders, receiving documents, contracts, and other supporting documentation
• Ensure invoices have the appropriate department and general ledger coding
• Obtain appropriate management approvals before payment
• Enter invoices accurately into the accounting system
• Research and resolve invoice discrepancies, duplicate invoices, missing documentation, and pricing differences
• Maintain organized electronic and physical accounts payable records
• Process vendor payments and assist with scheduled check runs and electronic payments
• Monitor outstanding invoices and ensure payments are made according to established payment terms
• Maintain accurate vendor records and W-9 documentation
• Assist with vendor statement reconciliations and resolve outstanding balances
• Process invoices related to hotel operations, including rooms, housekeeping, engineering, maintenance, utilities, supplies, and administrative expenses
• Process Food & Beverage invoices and verify quantities, pricing, receiving documentation, and appropriate departmental coding
• Work closely with Purchasing and Receiving to ensure all goods received are properly documented
• Investigate discrepancies between invoices, purchase orders, and receiving records
• Assist with month-end accruals and ensure outstanding invoices are properly recorded
• Monitor recurring hotel expenses and ensure invoices are received and processed
• Assist the Accounting Department with month-end closing procedures
• Prepare accounts payable reports and supporting schedules
• Reconcile vendor statements and accounts payable balances
• Assist with accruals, prepaid expenses, and other accounting entries as assigned
• Maintain accurate documentation for internal and external audits
• Provide requested documentation to management, auditors, and corporate accounting
• Follow all hotel accounting policies and procedures
• Ensure proper approval and documentation for expenditures
• Maintain confidentiality of financial and vendor information
• Identify and report unusual transactions, potential duplicate payments, or discrepancies
• Follow established segregation-of-duties and internal-control procedures
• Protect company assets and financial information
• Maintain professional and positive relationships with hotel departments and vendors
• Respond to vendor inquiries regarding invoice status and payment
• Communicate effectively with department managers regarding missing approvals or documentation
• Provide excellent internal customer service to all hotel departments

Qualifications

• High school diploma or equivalent required
• Previous accounts payable, accounting, or hotel finance experience preferred
• Hospitality accounting experience is strongly preferred
• Experience with accounting or hotel financial systems preferred
• Food & Beverage accounting experience is a plus
• Strong attention to detail and organizational skills
• Ability to maintain accurate records and meet deadlines
• Strong communication and problem-solving skills
• Ability to handle confidential financial information
• Proficiency in Microsoft Excel and Microsoft Office

Physical requirements

• Ability to sit and work at a computer for extended periods
• Ability to communicate effectively by telephone, email, and in person
• Ability to occasionally lift and carry files, boxes, or office materials as needed

Work environment

This position works primarily in an office environment within a hotel setting and regularly interacts with hotel leadership, department managers, employees, vendors, and other accounting team members.