Accounts Clerk

THE PRIMARY OBJECTIVE OF THE POSITION

The Accounts Payable Clerk is in charge of the day-to-day processing of all invoices by ensuring that necessary backup and approvals are obtained in accordance with hotel accounting and financial controls, and within the policies and procedures as outlined in the hotel and corporate policies and guidelines, and the hotel’s business plan.

About The Role

TASKS, DUTIES, AND RESPONSIBILITIES

IN CHARGE OF THE PROCESSING OF INVOICES

• Compares purchase orders to invoices and distributes them to the proper Department Head for approval.
• Audits bills for errors and corrects as necessary.
• Attaches bills to purchase orders and receiving documents.
• Ensures proper backup is attached to expense reports.
• Processes approved invoices in the computer and balances the open invoices to the computer listings.
• Ensures correct charging amount by coding invoices.
• Reconciles all statements, requests missing invoices, and adjusts as necessary.
• Summarizes payments due and communicates cash needs to the Financial Controller for approval.
• Ensures appropriate support documentation is obtained and attached to the invoices before payment is made.
• Researches travel agency commission checks and performs necessary follow-up.
• Stamps all invoices “paid” before going to the check signers for signature.
• Maintains all necessary files and registers for accounts payable.
• Keeps file on audited food invoices and pays regularly.
• Maintains a file for current and new vendors.
• Maintains paid and unpaid invoice files.
• Prepares all appropriate period closing reports and entries.

PAY ALL MONEY PROMPTLY, PREPARE INVOICES, AND PROCESS INCOMING CHECKS

• Ensures transfers from guest ledger to city ledger are accurate and done in a timely fashion.
• Performs timely mailing of statements to guests with recent activity in the hotel, attaching pertinent back-up.
• Attaches copies of folios, food and beverage guest checks, and miscellaneous vouchers if necessary.
• Posts payments received to aging and reconciles these payments to open invoices.
• Balances accounts receivable system to the general ledger on a routine basis.
• Balances and adjusts all house accounts weekly.
• Researches declined bank cards and other credit card chargebacks for justification and validity.
• Makes all necessary adjustments or credits.
• Assists in the preparation of month-end reconciliation and in the final monthly closing of the accounts receivable system.
• Prepares reports as requested to develop a more informative database for improved management decision-making and critical evaluation of work activities.
• Prepares all appropriate period closing reports and entries.

ACCOUNTS PAYABLE

• Registration of incoming invoices in SCALA (accounting system).
• Distribution of invoices to departments.
• Follows up to ensure that distributed invoices are returned and account numbers entered.
• Payment of approved invoices.
• Updating SCALA.

ACCOUNTS RECEIVABLE

• Monthly invoicing.
• Follow-up on outstanding invoices.
• Sends out reminders.
• Improves timeliness of cash flow by adhering to established credit and control procedures.
• Performs credit checks for incoming reservations.

COST CONTROL

• Assists Accounts to control hotel costs, stock, etc., and reports problems and differences identified.

EXPENSE REPORT

• Control of documentation, calculations, exchange rates, etc.

WEEKLY REPORT / MONTH END REPORT

• Assists in the preparation of various reports.
• Copies and assembles reports as required.
• Assists in the distribution of reports.

ECOMAN

• Assists in ensuring ECOMAN is kept up to date by inserting updates, copying, assembling, and distributing as required.
• Ensures that all procedures comply with ECOMAN policies.

POWERPOINT PRESENTATION

• Assists in the preparation and presentation of presentations as required.

MISCELLANEOUS

• Ensures a supply of office stationery is kept to par levels and re-orders as required.
• Prepares relevant correspondence as required.
• Maintains a well-organized filing system.

PROVIDE THE HIGHEST STANDARD OF SERVICE TO GUESTS

• Ensures customer requests are dealt with promptly.
• Communicates effectively with guests, colleagues, and supervisors.
• Demonstrates a working knowledge of all services and facilities of the hotel.

SECURITY, HEALTH, AND SAFETY

• Ensures that guest details are not disclosed and maintains high confidentiality regarding guest privacy.
• Reports any suspicious behavior of guests and staff to the Financial Controller.
• Notifies the Executive Housekeeper regarding lost and found objects.
• Ensures that all potential and real hazards are reported appropriately and immediately.
• Works in a safe manner that does not harm or injure self or others.
• Supports a safe hotel by applying hotel regulations and adhering to existing laws and regulations.
• Maintains the highest standards of personal hygiene, dress, uniform, appearance, body language, and conduct.

MISCELLANEOUS

• Attends meetings and training as required.
• Accepts a flexible work schedule necessary for uninterrupted service to hotel guests.
• Maintains own working area and materials clean, tidy, and in good shape. Reports defective materials and equipment to the Financial Controller.
• Knows the names of key people within Radisson Blu, Rezidor Blu, and Blu.
• Demonstrates teamwork by cooperating and assisting colleagues as needed.
• Continuously seeks to achieve professionalism in own job function.
• Keeps up to date on:

  • Hotel health & safety, fire, bomb, and emergency procedures.

  • Hotel and Corporate marketing and promotional programs.
  • Corporate clients and clients generating high business volume.
  • Hotel Cash Handling and credit policies.
• Assists internal or external auditors as required.
• Complies with reasonable requests by Management.

PERFORMANCE APPRAISAL

• In the interests of helping staff maintain high-quality standards of service, identifying training needs, and assisting in the personal development of employees, all personnel are given an annual appraisal.

LAWS, REGULATIONS, AND POLICIES

• Follows all applicable laws relating to general accounting practices and tax regulations.
• Complies fully with the set financial reporting deadlines and guidelines, as outlined in ECOMAN and by the Financial Controller.

HEALTH AND SAFETY

• Maintains high confidentiality.
• Reports any suspicious behavior of employees to the Financial Controller and Security.
• Ensures that all potential and real hazards are reported appropriately and immediately.
• Fully understands the hotel’s fire, emergency, and bomb procedures.
• Follows emergency procedures to provide for the security and safety of guests and employees.
• Supports a safe hotel by applying hotel regulations and adhering to existing laws and regulations.
• Maintains the highest standards of personal hygiene, dress, uniform, appearance, body language, and conduct.
• Responsible Business: shows involvement and is interested in environmental and/or social issues by participating in Responsible Business hotel and departmental activities.

MISCELLANEOUS

• Works closely and proactively with the Cost Controller and all Department Heads.
• Ensures familiarity with in-house facilities to assist guests and promote sales.
• Informs and updates the Financial Controller on problems and unusual matters.
• Attends meetings and training as required by the Financial Controller.
• Assists colleagues when needed.
• Ensures guest satisfaction by performing duties such as attending to their requests and inquiries courteously and promptly.
• Accepts a flexible working schedule when necessary for the hotel’s uninterrupted service.
• Stays updated on:

  • Special promotions.

  • Marketing promotions.
  • Laws relating to own field of responsibility.
  • Union agreements.
• Stays abreast of current and new industry technology relating to function.
• Performs required duties and responsibilities in a timely and efficient manner to achieve the overall objective of the position.
• Maintains a favorable working relationship with employees and colleagues to promote a cooperative and harmonious working climate.
• Projects a favorable image of The Radisson Hotel Group to the public.

Required Criteria

Skills Needed

About The Company

Company Culture

Company Benefits

Salary

Not disclosed