PRIMARY OBJECTIVE OF 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, hotel and corporate policies and guidelines, and the hotel's business plan.

TASKS, DUTIES AND RESPONSIBILITIES

IN CHARGE OF THE PROCESSING OF INVOICES

• Compares purchase orders to invoices and distributes to proper Department Head for approval
• Audits bills for errors, corrects as necessary
• Attaches bills to purchase orders and receiving documents
• Ensures proper back up 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 makes adjustments 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
• Ensure prompt travel agency commission payments with the correct checks
• Ensure that the invoice has passed through all the necessary checks by verifying that all the stamps are present. Security Stamp, MC Processed, AP Processed
• 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 example copies of BEE Certificate, Vat Certificates and Bank Letters
• Maintains paid and unpaid invoice files
• Loading weekly and monthly payment onto the bank and processing on Sage
• Maintaining the RHG statement and processing payments on the bank
• Prepares all appropriate period closing reports and entries
• Do Refunds and ensure the correct paperwork is submitted as per the Disbursement Cycle of the Internal Audit
• Compiling month end reports for the Owners meeting:
• PEC Provision Calculation
• Utility Efficiency Report
• BEE Monthly Spreadsheet
• Expense Claim Report

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 by the Financial Controller

HEALTH AND SAFETY

• Maintains high confidentiality.
• Reports any suspicious behaviour of employees to the Financial Controller and Security
• Ensures that all potential and real hazards are reported appropriately 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: show involvement and be interested in environmental and/or social issues by participating in Responsible Business hotel and departmental activities

MISCELLANEOUS

• Works closely and proactively with the Purchasing department 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 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 flexible working schedule when necessary for the hotel's uninterrupted service.
• To always be 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 favourable working relationship with employees and colleagues to promote a cooperative and harmonious working climate.
• Projects a favourable image of The RHG to the public