Accounts Payable Clerk

Temporary Accounts Payable & Cashiering Clerk

The Wildbirch Hotel is seeking a highly organized and detail-oriented Temporary Accounts Payable & Cashiering Clerk to support the Finance Department during a critical operational period. This position is heavily focused on Accounts Payable processing, invoice management, vendor reconciliation, daily cash handling, and audit support while ensuring compliance with hotel financial controls and company policies.

The ideal candidate will have a minimum of 2 years of accounting support experience, preferably in a hotel or hospitality environment, and possess strong administrative discipline, urgency, and accuracy. Hotel accounting experience is strongly preferred due to the complexity of multi-department revenue streams including Rooms, Food & Beverage, Banquets, Parking, and Retail.

This role is critical to maintaining vendor relationships, preserving financial accuracy, and supporting the operational cash flow of the hotel.

Primary Responsibilities

• Accounts Payable Administration
• Cashiering & Daily Revenue Handling
• Vendor Management
• Financial Controls & Compliance
• Administrative Support

Accounts Payable Administration

The primary focus of this role will be managing the full Accounts Payable cycle.

• Review, verify, and process vendor invoices for payment
• Match invoices against purchase orders, approvals, and receiving documentation
• Ensure proper coding of invoices to General Ledger accounts and department allocations
• Verify department head approvals prior to payment processing
• Maintain AP aging and ensure timely payments to vendors
• Resolve invoice discrepancies with vendors and department leaders
• Process weekly check runs and ACH payment batches
• Maintain organized AP filing systems (digital and physical)
• Reconcile vendor statements and investigate outstanding balances
• Monitor recurring invoices and contract billing
• Assist with month-end AP accruals and closing support
• Maintain compliance with internal control procedures

Cashiering & Daily Revenue Handling

This role will support daily hotel cash handling procedures and revenue accountability.

• Prepare and reconcile daily cash deposits
• Verify daily bank drops from Front Desk, Restaurant, Bar, and other cash outlets
• Balance cash drawers and investigate variances
• Maintain petty cash logs and controls
• Reconcile cash over/short reports
• Prepare deposit documentation for armored or bank delivery
• Support daily revenue audit backup where needed
• Maintain cashier accountability logs
• Ensure all deposits are secured according to company policy

Vendor Management

• Maintain professional communication with vendors regarding invoice status and payment schedules
• Update vendor files including W-9s and tax documentation
• Assist in setting up new vendor accounts
• Ensure proper documentation is collected for all vendors
• Monitor vendor compliance requirements

Financial Controls & Compliance

• Ensure strict adherence to hotel financial policies and procedures
• Protect company assets through accurate cash and invoice management
• Maintain confidentiality of financial records
• Assist with internal and external audit preparation
• Ensure segregation of duties is maintained wherever applicable

Administrative Support

• Assist Controller with administrative finance functions
• Support month-end reporting preparation
• Organize financial documentation
• Track and monitor invoice approvals
• Assist with special projects as assigned

Qualifications

Required:

• Minimum 2 years of accounting support experience
• Accounts Payable experience required
• Cash handling and cashiering experience required
• Strong understanding of invoice processing and account coding
• Experience with reconciliations
• Strong organizational skills
• High attention to detail
• Strong sense of urgency and follow-up
• Ability to manage deadlines effectively
• Proficient in Microsoft Excel, Outlook, and accounting systems

Preferred:

• Hotel or hospitality accounting experience strongly preferred
• Experience with hotel PMS systems such as Oracle OPERA Cloud
• Experience with hotel accounting systems such as ProfitSword
• Knowledge of Food & Beverage cash controls
• Multi-department accounting exposure

Key Competencies

The ideal candidate must demonstrate:

• Strong accuracy and discipline in financial processing
• Accountability and ownership mindset
• Ability to prioritize in a fast-paced environment
• Professional communication with internal and external stakeholders
• Problem-solving capability
• Confidentiality and integrity
• Team-oriented support mentality

Performance Expectations

Success in this role will be measured by:

• Timely and accurate invoice processing
• Minimal payment errors or delays
• Clean vendor reconciliations
• Accurate daily cash balancing
• Strong audit readiness
• Proper filing and documentation standards
• Timely follow-up on discrepancies
• Strong support to hotel operations and finance leadership

Physical Requirements

• Ability to sit for extended periods
• Ability to lift up to 20 pounds (filing, supplies, boxed invoices)
• Ability to move between hotel departments for document collection and cash handling

Why Join Us

This is an opportunity to join a team in a fast-paced environment and contribute directly to the financial discipline and operational success of a growing property. This role offers strong hands-on experience in hospitality finance and exposure to multiple revenue centers critical to operational success.