Accounts Payable Supervisor
1 week ago
This role involves verifying invoices against purchase orders, contracts, and receiving documentation. Invoices must have relevant supporting documents such as POs, contracts, and FF&E/Capex approvals.
- Verify invoices against purchase orders and contracts.
- Ensure invoices have necessary supporting documents.
- Check unit of issue, unit price, quantity, and extension against hotel purchase orders and receiving advice.
- Code invoices to the correct general ledger account and submit for verification.
- Obtain approval for invoices from the appropriate department before processing on the accounts payable system.
- Approve invoices without supporting documents from respective department heads or division heads.
- Post invoices correctly into the system either manually or through the FMC upload file.
- Maintain alphabetical files by vendor with complete invoices and backups for efficient access.
- Update and maintain an approved vendor/supplier database on the accounts payable system.
- Print and submit cheques with supporting documents for signatures.
- Prepare manual cheques as required.
- Maintain close working relationships with purchasing, receiving, and cost control staff.
- Reconcile main vendor statements monthly to ensure accounts are up-to-date.
- Resolve discrepancies directly with vendors upon receipt of their statements.
- Maintain separate filing for deposits/advances and ex-com expense reports after payment.
- Prepare list and backup for accruals (invoices received after closing and goods/services received but not yet invoiced).
- Run required reports at month-end and ensure aging balances with the GL.
- Perform tasks for Month-End AP.
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