Job description for Account Payable & General Cashier at Wanderlands Group
ESSENTIAL FUNCTIONS
1. Process supplier invoices, cheque requests and expense claims into the accounts payable system on a timely basis after ensuring:
all invoices have been appropriately approved in accordance with the hotel’s purchasing policies and procedures;
an approved purchase order is attached where required;
supporting documentation confirming the delivery of goods (if applicable) and services from suppliers has been adequately completed; and
an appropriate general ledger account has been nominated.
2. Liaise with external suppliers and internal claimants to achieve compliance with systems, procedures and processes.
3. Follow-up and clear on a timely basis, outstanding supplier invoices awaiting authorization.
4. Process cheque runs on a timely basis to ensure creditors are paid in accordance with credit terms and to take advantage of available discounts in line with Cross Hotels and Resorts policies and procedures.
5. Process employee expense claims for payment within 7 business days of receipt of claim.
6. Assist Receiving Clerk and Stores with maintenance and operation of the accounts payable system with regard to Food and Beverage.
7. Organize all foreign drafts and telegraphic transfers where required.
8. Maintain manual cheques or e-banking batch log at all times and present to Financial Controller
9. Maintain adequate supply of cheques book
10. Ensure all supplier invoices are stamped “paid” after payment has been processed.
11. Perform month end closing procedures for the accounts payable system and export month end accounts payable distribution to the general ledger.
12. Assist Accountant with performing month end accruals for any unprocessed invoices at month end.
13. Print month end Aging A/P List, A/P Distribution, cheque register and purchase journal and file for future reference.
14. Reconcile supplier statements monthly with hotel records and follow up on any discrepancies.
15. Maintain an effective filing system for paid and unpaid supplier invoices.
16. Answer all supplier requests in a timely, professional and courteous manner.
17. Complete all supplier credit applications
18. Collecting, record and reconcile all money deposited in the drop box by cashiers.
19. Count and verify money in cashier envelopes.
20. Prepare bank deposit slips for daily banking.
21. Count own house bank daily and properly account for all disbursements made therefrom.
22. Organize foreign exchange to be sent daily basis.
23. Prepare General Cashier’s daily report.
24. Ensure Front Office and outlets have sufficient change for the weekend float and for operations throughout the week.
25. Reimburse cashiers for disbursements made by the (due backs).
26. Prepares petty cash reimbursements and ensure appropriate receipts and approval of Financial Controller.
