Accounts Payable/Receivable & PBX Supervisor

Accounts Payable And Human Resources Supervisor

Embassy Suites - Austin - Austin, TX 78704

Position Summary

The Accounts Payable & Human Resources Supervisor is responsible for overseeing day-to-day Human Resources administration and Accounts Payable functions while ensuring compliance with company policies, payroll procedures, and financial controls. This position supports team members, managers, vendors, and corporate partners through effective communication, accurate recordkeeping, payroll and accounts payable processing, project coordination, and departmental administration.

Essential Functions

Average % of Time - Duties

• 20% - Supervise and support daily Human Resources operations, serving as a primary contact for team members, applicants, managers, and visitors. Respond to HR-related inquiries, provide information and forms, and escalate sensitive employee relations matters to the Director of Human Resources or General Manager when appropriate.
• 20% - Coordinate payroll administration, including monitoring time records, meal and break compliance, auditing payroll data, processing payroll submissions, and communicating with centralized payroll representatives, managers, and employees regarding payroll issues.
• 15% - Oversee Accounts Payable operations, including verifying invoices, purchase orders, receiving tickets, and coding for proper approval and processing. Ensure timely and accurate payment of vendor invoices.
• 10% - Manage month-end accounting responsibilities, including preparing reports, printing month-end documentation, processing late bill entries, reconciling vendor statements, and maintaining payment records.
• 10% - Maintain personnel files, payroll records, vendor files, and department records in accordance with company standards and legal requirements.
• 10% - Assist in planning and execution of HR initiatives, employee engagement programs, recognition events, training programs, and special projects. Coordinate meetings, presentations, communications, tracking, and follow-up activities.
• 5% - Coordinate training initiatives by scheduling sessions, creating materials and communications, tracking attendance, and maintaining training records.
• 5% - Prepare reports and conduct research projects for department heads, management, and corporate leadership as requested.
• 5% - Maintain employee communication boards, recruiting materials, applicant areas, and HR information displays.

Supportive Functions

In addition to the essential functions, this position may be required to perform a combination of the following duties as determined by management:

• Maintain employee locker assignments and records.
• Prepare employee ID badges, name tags, and other team member materials.
• Assist with onboarding and offboarding processes, including new hire file creation and termination documentation.
• Conduct exit processing and provide exit interview documentation.
• Prepare and distribute certified mail related to final paychecks and employment documentation when necessary.
• Maintain inventory of HR and office forms, supplies, and departmental materials.
• Operate office equipment including copier, fax machine, scanner, and postage equipment.
• File, store, and retain financial, payroll, vendor, and personnel records.
• Assist managers and department heads with administrative projects and reporting needs.
• Maintain effective communication between team members, vendors, management, and corporate offices.
• Perform other duties assigned by the General Manager, Director of Human Resources, Controller, or corporate leadership.

Supervisory Responsibilities

• Provide guidance and support for Human Resources and Accounts Payable administrative functions.
• Ensure departmental procedures are followed consistently and accurately.
• Monitor compliance with company policies, payroll processes, financial controls, and applicable employment regulations.
• Assist with training and development of administrative and departmental team members.
• Recommend process improvements to increase operational efficiency and accuracy.

Physical Requirements

Frequency Key: Rare (up to 1 hour), Occasional (1-3 hours), Frequent (3-6 hours), Constant (6-8 hours)

Physical Activity - Frequency

• Sitting - Constant
• Walking/Climbing Stairs - Frequent
• Crouching/Bending/Stooping - Frequent
• Reaching - Frequent
• Grasping - Occasional
• Pushing/Pulling - Occasional
• Near Vision - Constant
• Far Vision - Frequent
• Hearing - Constant
• Talking - Constant
• Lifting/Carrying (up to 25 lbs.) - Occasional
• Travel - Rare

Other Duties

• Assimilate into the company's service culture through understanding, supporting, and participating in all service excellence initiatives.
• Demonstrate working knowledge of established service standards and company values.
• Maintain regular and reliable attendance in accordance with company standards.
• Support a positive, professional, and hospitable work environment at all times.

Safety Requirements

Personal Protective Equipment (PPE) may be required when performing work duties that present potential health or safety risks. The hotel will provide necessary PPE and training regarding proper use and care. Team members are responsible for reporting damaged, defective, or improperly fitting PPE to management.

Organizational Relationships

Reports To:

• General Manager

Direct Reports:

• None

Specific Job Knowledge, Skills, And Abilities

• Excellent verbal and written communication skills.
• Strong customer service, interpersonal, and conflict-resolution abilities.
• Ability to handle confidential HR and financial information with discretion.
• Working knowledge of payroll processing and administration.
• Understanding of accounts payable procedures, invoice processing, reconciliations, and vendor management.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Ability to learn and utilize HRIS, payroll, accounting, and reporting systems.
• Strong organizational and time management skills.
• Ability to manage multiple priorities and projects simultaneously.
• Strong analytical and problem-solving abilities.
• Aptitude for figures and financial accuracy.
• Ability to type accurately and efficiently.
• Ability to exercise independent judgment and maintain attention to detail.
• Ability to work effectively with employees at all levels of the organization.
• Ability to work independently and under pressure to meet deadlines.
• Knowledge of reporting, tracking, and project management systems.
• Ability to operate standard office equipment, including calculator/10-key, copier, scanner, fax, and telephone systems.

Qualification Standards

Education

High School Diploma or GED required.

Associate's Degree in Human Resources, Business Administration, Accounting, Finance, or related field preferred.

Experience

• Minimum three (3) years of administrative, Human Resources, payroll, accounting, or related experience required.
• Previous Human Resources and Accounts Payable experience strongly preferred.
• Prior hospitality industry experience preferred.
• Supervisory or leadership experience preferred.

Licenses Or Certifications

• No special licenses required.
• Human Resources certification (SHRM-CP, PHR) or accounting-related certifications are preferred but not required.

Grooming

All employees must maintain a neat, clean, and professional appearance. Specific uniform guidelines and/or required attire will be communicated during orientation.