Accounts Payable

Compensation: $23.00 per hour

General Description

The Accounts Payable/ General Cashier staff is for Avenue of the Arts Costa Mesa, a Tribute Portfolio Hotel.

JOB DUTIES

• 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 pack lists vs. Purchase Orders vs. vendor invoice.
• Ensure all back up 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.
• 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 daily basis, reviewing outstanding PO's 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.
• Control 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 cost 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.

• 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 dally basis. Give these warnings to the manager of the employee, to execute.
• 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.

• 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 (1080-00). 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.

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

• 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 professional and thoughtful manner.
• Team player with willingness to help where needed.
• 10 key, Excel, Word, and Opera.