Description

This position plays a critical role in maintaining strong vendor relationships as well as providing good customer service to group contacts and in-house guests.

Key Responsibilities

AP Automation System Utilization

• Utilize an AP automation and invoice management system to process vendor invoices digitally
• Support vendors with electronic invoice submission through a vendor portal when applicable
• Run weekly check run and scheduled payment cycles in accordance with company policies and approval protocols

Recurring Invoices & Period Accuracy

• Ensure all recurring invoices (utilities, service contracts, subscriptions, maintenance, and other scheduled expenses) are consistently recorded and tracked each month
• Ensure invoices are recorded in the proper accounting period, supporting accurate month-end cut-off and accrual processes
• Review vendor statements and identify missing invoices and coordinate with vendors or internal departments to ensure completeness of expenses
• Complete credit applications on new vendors where credit is being requested
• Maintain and order office supplies as needed for the department

Reconciliations & Accuracy

• Maintain accurate AP aging and support month-end closing procedures
• Assist with vendor onboarding including W-9 collection and documentation requirements
• Ensure compliance with internal controls and accounting policies
• Maintain organized records for audit and financial review purposes
• Coordinate with Purchasing, Operations, and Department Heads to resolve invoice issues
• Support CapEx and FF&E invoice tracking as required
• Assist with audit requests and special projects as assigned

Group & Direct Billing

• Prepare, compile, and issue accurate group bills and master account invoices in accordance with contract terms and internal policies
• Ensure all supporting documentation (banquet event orders, folios, backup reports, contracts) is properly attached and organized
• Submit final group bills for internal review and approval prior to release to clients

Deposits & Payment Processing

• Post and track timely deposits for group and individual accounts
• Monitor deposit schedules and ensure compliance with contractual requirements
• Apply payments accurately to the appropriate accounts and folios

Accounts Receivable & Aging Management

• Maintain and monitor accounts receivable aging reports
• Identify past due balances and follow up with clients and internal stakeholders
• Conduct monthly credit meetings with key stakeholders and follow up on outstanding issues.
• Assist with month-end closing tasks

Qualifications

• 1–3 years of Accounts Payable, Accounts Receivable or finance-related experience; hospitality experience preferred.
• Understanding of general accounting principles.
• High attention to detail and accuracy.
• Understanding of AP & AR workflows and internal control standards

Equal Opportunity Employer

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