Accounts Payable Officer

Provide a summary of the ageing report required by various people in the Accounting and Control Department to prepare monthly reports

To understand Sofitel objectives in managing Account Payable Function so as to

provide an effective system to track Accounts Payable for effective Cash Flow management

Ensure loyalty of key suppliers of the hotel, resulting in lower cost per unit.

To obtain, date-stamp and file all documents which support authorized purchases and services rendered (PR’s, PO’s, Delivery Notes, signed Receiving Records, Contracts etc.) for future matching to invoices.

To process daily invoices, that is, to match them to their supporting authorizations and receiving records.

To check all the petty cash vouchers for validity and accuracy and to process for payment.

To record all the petty cash vouchers and to post them timely and accurately into the computer system.

To prepare account allocation of all petty cash vouchers.

To control and to reimburse timely the General Cashier funds.

To file all the paid petty cash vouchers properly for future reference.

To batch invoices, obtain department head approval and book them to the appropriate account and departments.

To review and determine all payments due and to submit the payment requests and disbursement schedule to the Finance Manager for review and signature prior to the actual preparation of cheques.

To prepare cheque payments and submit them, with their supports attached, for final approval and signatures by the Director of Finance and General Manager.

To raise and record cheques for urgent payments.

To prepare monthly accruals for goods and services received, but not invoiced.

To prepare monthly accruals for any major commitments.

To check and ensure that the books and records are updated accurately and timely.

To co-operate and assist in reconciling the month-end inventory book balances to actual physical counts.

To prepare month-end closing of Accounts Payable.

To prepare and follow up on some balance sheet schedules as instructed including all the advanced payments.

To have a full working knowledge and capability to supervise, correct and demonstrate all duties and tasks in the assigned Place of Work to the standard set.

To be entirely flexible and adapt to rotate within the different sub departments of the Accounting & Finance Department.

To be fully conversant with all services and facilities offered by the hotel.

To ensure all files and reports are properly filed for future reference.

To maintain an up-to-date ‘Open Accounts’ for Accounts Payable.

To assist in carrying out quarterly, bi-yearly, yearly inventory of operating equipment.

To carry out any other reasonable duties as assigned by the Finance Manager.