ACCOUNTS PAYABLE REPRESENTATIVE - FULL TIME

Job Summary

This is a non-exempt position - Works under daily supervision, reports to the Assistant Business Services Director. Overtime may be required from time to time, with supervisor approval. The Accounts Payable Representative is responsible for accurate and timely payment of all company debts which may include vendor invoices, travel agency commissions, outside contractors, contract labor, employee reimbursements and company credit card billings..

Job Responsibilities

Daily

  • Verifies invoices for accuracy and matches them to packing slips, purchase orders and receiving logs. Codes invoices and prepares for data entry into the computer.

  • Verifies all credit card billings and insures all receipts are attached.

  • Verifies all travel expense forms and check requests.

  • Obtains approvals for, but not limited to, invoices, check requests, credit card billings, travel expense forms, travel agency commissions, and contract agreements.

  • Does the data entry into the A/P module, prints reports and verifies input.

  • Maintains an A/P session log.

  • Works with vendors and employees about invoice and payment discrepancies.

  • Insures invoices are processed on a timely basis in order to avoid late charges and to ensure prompt payment discounts.

  • Maintains vendor records in the SBT system.

Weekly

  • Prepares for the check run by printing the A/P Aging Report and Cash Requirements Report. Works with the Business Services Director or Assistant Business Services Director on selection for vendor payments.

  • Selects vendors to be paid in the system, prepares the check runs, and prints the check register reports.

  • Distributes the A/P checks in-house and ensures checks are mailed in a timely matter.

  • Maintains hard copy vendor files and records.

  • Maintains open invoice files.

  • Runs T/A commissions payable listing from Front Office and cuts checks, obtains approvals from Reservations Manager before distribution of checks.

Monthly

  • Reconciles all vendor statements to open invoices.
  • Ensures that all invoices are recorded in the proper month.

  • Prepares an A/P accrual journal entry and verifies all goods and services received are expensed in the correct month.

  • Prints the month-end A/P reports and reconciles the A/P Aging to the General Ledger.

  • Works with the Assistant Director and Director to verify accuracy of A/P numbers in the financial statements.

  • Special Projects may be assigned from time to time, as deemed necessary by the Assistant Business Services Director.

  • Cross trains in other areas in the Business services dept. and assists in covering these areas when there are staffing shortages

Job Requirements

  • Self-starter
  • Able to manage multiple tasks and meet deadlines

  • Works well with others, and has good communication skills

  • Must have working knowledge of Excel or spreadsheet software, Word and windows based programs.

  • Works as a team player.

  • Is able to do day-to-day problem solving as these problems relate to the Income audit and daily accounting procedures in the Income audit area 
  • 3 to 5 years general hotel accounting experience
  • Possess fluent use of the english language and ability to develop forecasts and financial statements.

  • Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or government regulations.

  • Abilty to write reports, business correspondence and procedure manuals;
  • Ability to effectively present information and respond to questions from groups of manager, clients, customers and general public.

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INCOME AUDITOR - FULL TIME

Job Summary

Works under daily supervision, reports to the Assistant Business Services Director. Overtime may be required from time to time, with supervisor approval. The Income auditor verifies the resorts income and settlements each day, records these transactions on a monthly spreadsheet, and prepares a daily income and daily productivity report based on payroll information from the timekeeping system. Investigates in-depth as needed and resolves discrepancies for any account relating to the host accounting system. The Income auditor assists with guest inquires to resolve credit card disputes. Prints gifts certificates, reconciles the folios and prepares subsidiary gift certificate logs.

Job Responsibilities 

Daily

  • Prepares the daily report, which includes revenues, payroll and related statistics. Issues the daily report by 2:30 p.m. each day.

  • Prepares the income journal by balancing all revenues and settlement activity.

  • Verifies credit card collections from the bank, investigates credit card disputes and resolves disputes timely, working with the guests and the various credit card companies.

  • Prepares the comp/in-house report and journal entry each Friday.

  • Prints gift certificates and posts them to Springer Miller.

  • Updates and maintains gift certificate logs, reconciles all gift certificate accounts in Springer Miller.

  • At direction of supervisor, resolves guest disputes on charges and follow up on charge backs and returned checks.

  • At direction of supervisor, posts adjustments on a limited basis in Springer Miller.

  • Reviews the NextHealth and Sierra Tucson city ledgers and posts adjustments to clear balances as appropriate.

Monthly

  • Prepares the income journal, journal entry using the monthly totals from the daily income journal.

  • Reconciles all general ledger credit card accounts to monthly banking activity and prepares outstanding receivables report each month.

  • Does a final check of all gift certificate accounts in Springer Miller and posts any additional adjustments necessary in Springer Miller. Prints the final gift certificate folios and gift certificate logs, verifies that the folios and the logs reconcile.

  • Does a final check of the comp charges/in-house credit report and prints the final report.

  • Assists with the reconciliation of the Spa finders commission statements and the T/A commissions for group business.

  • Special projects are assigned as deemed necessary by the Assistant Business Services Director.

  • Cross trains in other areas in the Business Services dept. and assists in covering these areas when there are staffing 

Job Requirements 

  • Self-starter
  • Able to manage multiple tasks and meet deadlines

  • Works well with others, and has good communication skills

  • Must have working knowledge of Excel or spreadsheet software, Word and windows based programs.

  • Works as a team player.

  • Is able to do day-to-day problem solving as these problems relate to the Income audit and daily accounting procedures in the Income audit area 
  • 2 to 5 years general hotel accounting experience
  • Possess fluent use of the english language and ability to develop forecasts and financial statements.

  • Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or government regulations.

  • Abilty to write reports, business correspondence and procedure manuals;

  • Ability to effectively present information and respond to questions from groups of manager, clients, customers and general public.
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