Accounts Payable

Found in: beBee jobs US - 1 week ago

Costa Mesa, California, United States Avenue of the Arts Costa Mesa, a Tribute Portfolio Hotel Full time

General Description:

The Accounts Payable/ General Cashier will complete the day-to-day payables and cashiers' duties. Including, but not limited to the below:

Job Duties:

Accounts Payable

  • Assists in answering vendor inquiries.
  • Prints all accounts payable reports and maintains all accounts payable files, as needed.
  • Process invoice for input, approval and payment.
  • Post daily A/P invoices, within 24 hours of receipt of vendor invoice.
  • Ensuring timely payments of vendor invoices and expense vouchers.
  • Ensure that invoices are posted timely for accounts selected to take prompt pay discounts.
  • 3-way matching: check vendor invoices and expense vouchers.
  • Ensure all backup is included in 3-way matching such as inventory sheets, par sheets, quotes, or email approvals.
  • Review and maintain vendor aging reports and cash disbursement reports.
  • File A/P invoices in anticipation of and preparation for payment.
  • Prepare weekly accounts payable check run including any needed Capital check items by Wednesday of each week.
  • Gathering and analyzing Accounts Payable data to prepare reports for management.
  • Meeting deadlines, completing work with attention to detail, accuracy, and follow-up.
  • Interacting with other departments, vendors and management in a pleasant professional manner.
  • Maintain all accounts payable invoice files, including filing invoices and supporting documents and archiving old files as needed.
  • Review all accounts payable aging on a weekly basis with Controller.
  • Review PO log aging on a weekly basis reviewing outstanding POs with Department Heads.
  • Any other task management deems necessary to operate the hotel and restaurants.
  • Email weekly General Ledger expense reports to all department heads.
  • Must maintain a well-organized and clean work environment conducive to being efficient and effective in your duties.
  • Mail
    • Stamp all correspondence appropriately, based on type of postage required.
    • International rates, certified, weight, etc.
    • Maintain file of all certified receipts and the return notice.
    • Certified mail receipts pertaining to employees must be returned to payroll.
    • Return all undeliverable mail to the appropriate department.
    • Reviews the Purchasing / PO processes per Company Policy.
    • Maintain Departmental Decline Worksheets (Check Books)
    • Verifies that purchases are within established PARs and any and all company established policies.
    • Controls variances.
    • Maintain monthly costs as established per budget for the current month / year.
    • Reconcile purchases and payables to maintain costs.
    • Maintain and coordinate the monthly inventory counts and reporting.
    • Coordinate and conduct inventory counts with departments on a monthly basis.
    • Complete beverage costs with recent inventory counts, revenues, purchases, etc.
    • Maintain purchases of Assets on inventory sheets.
    • Maintain Contract Binder.
    • Maintain Warranty Binder.
    • Maintain Vendor / Contractor Insurance and W9 binder.

General Cashier

  • Prepare, reconcile and report on a daily basis the cash dropped by employees.
  • Create written warnings for employees exceeding $10 in shortage based on the Opera report vs. the actual amount dropped on a daily basis. Give these warnings to the manager of the employee.
  • Prepare bank deposits for pick up as scheduled.
  • Prepare and distribute "Due Backs" to employees/managers.
  • Conduct Staff Bank Audits no less than once a month at month end. May be required to audit more often.
  • Submit monthly bank audits as directed.
    • General Accounting Duties
    • Become familiar with tasks and procedures within the accounting department.
    • May be assigned specific tasks as needed. These tasks are to be performed according to documented policies and procedures.
    • Provide support and backup for all accounting functions.
    • Reconcile your cashiering bank balance with your house funds account Must be in balance.
    • Any other task management deems necessary to operate the hotel and restaurants.
    • Follow all policies and procedures as documented and provided in the Employee Manual.
    • Must maintain a well-organized and clean work environment conducive to being efficient and effective in your duties.

Physical requirements

While performing the duties of this job it may require to:

  • Sit, stand, walk, stoop, kneel, crouch, or crawl occasionally.
  • Frequently use fingers and hands for keyboard and arms to reach.

Education Requirements:

  • College degree in Accounting/Finance preferred.
  • 1 - 2 years with cashiering/accounting experience.
  • Highly organized. Attentive to details, intermediate math skills.
  • Able to interact with customers/employees in a professional and thoughtful manner.
  • Team player with willingness to help where needed.
  • 10-key, Excel, Word, Opera.

*The company's employment policy is "at-will". Under the "at-will" policy, neither you nor the company is committed to continuing the employment relationship for any specific term. (Refer to employee handbook for details).

Source: Hospitality Online

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