Accounts Payable Specialist

Accounts Payable SpecialistAn Accounts Payable Specialist serves as a vital financial link, managing and streamlining outgoing vendor payments across a diverse portfolio of managed or franchised hospitality properties. Operating from the corporate headquarters or regional finance hub, this role ensures rigorous expense control, exact general ledger coding, and strong relationships with local and national hospitality vendors.This position is based at the corporate office in Atlanta.Essential ResponsibilitiesInvoice Management & General Ledger CodingMulti-Property Data Entry: Review, verify, and input high-volume invoices daily for an assigned portfolio of managed hotels and corporate cost centers.USALI Compliance: Audit and code all invoices according to individual hotel charts of accounts and standard USALI (Uniform System of Accounts for the Lodging Industry) guidelines.Three-Way Matching: Execute full three-way matches by validating vendor invoices against corporate purchase orders (POs) and physical hotel receiving logs/delivery receipts.Workflow Tracking: Monitor automated invoice approval workflows, following up directly with on-property managers to clear pending or bottlenecked items.Payment Processing & Expense ControlPayment Run Coordination: Prepare weekly and bi-weekly corporate disbursement batches across diverse payment methods, including ACH networks, wire transfers, and checks.Cash Flow Optimization: Track payment schedules to prioritize early payment discounts, minimize late penalties, and maintain balanced operating cash flows.Discrepancy Resolution: Research and systematically resolve exceptions, contract variances, duplicate billings, or short-shipments by communicating with vendors and hotel departments.Vendor & Database MaintenanceMaster Vendor Maintenance: Initiate secure onboarding for new suppliers, collecting and registering mandatory data such as W-9 forms, business registrations, and banking details.Inquiry Desk Support: Serve as the primary corporate contact for vendor inquiries regarding payment terms, historical account statements, and tax documentation.Reconciliation, Compliance & ReportingStatement Reconciliation: Audit month-end vendor statement balances against corporate subledgers to identify and settle outstanding variances.Month-End Accruals: Assist corporate accountants and controllers with month-end financial closings, providing AP aging reports and necessary expense accruals.Audit Readiness: Maintain orderly, cloud-based digital file archives of all invoices, approvals, and tax documentation to preserve robust internal audit trails.Required Knowledge, Skills, and Abilities· Experience: Minimum 1–3 years of progressive accounts payable, bookkeeping, or general hospitality accounting experience.· Education: High school diploma or equivalent required; an Associate or Bachelor's degree in Accounting, Finance, or Business Administration is highly preferred.Technical & Software Skills· Industry Software: Hands-on proficiency with hospitality procurement and accounting suites—such as OnQ, Profit Sword, M3, Yardi, or QuickBooks—is an advantage.· General Tech: Intermediate to advanced capabilities in Microsoft Excel (VLOOKUPs, pivot tables, complex data entry formulas) and standard corporate ERP systems.Core Competencies· Extreme Meticulousness: Exceptional attention to detail to reliably avoid payment errors across various legal hotel entities.· Multitasking & Deadline Drive: Proven ability to manage high invoice volumes and meet tight weekly processing and month-end deadlines.· Discretion: Strict compliance with internal corporate controls, financial integrity standards, and vendor confidentiality protocols.Physical DemandsExtended periods at a keyboard and screen, requiring fine motor skills for typing and good vision.Tasks involve reading documents, forms, and technical manuals, as well as writing and preparing reports.Using office equipment: This includes using phones, copiers, fax machines, scanners, and adding machines.Benefits PackageCompetitive SalaryTeam Member Hotel Discount ProgramBenefits - Health, Dental, Vision, Life Insurance, and other supplemental optionsPaid PTO401k with employer matchTeam Member Awards and Recognition programs throughout the yearFood and Beverage DiscountsTuition Reimbursement