Accounts Payable Coordinator

Job Description

Job Description

Position Purpose:

In charge of entering invoices, check requests and associate expense reports in a timely manner. Reconcile vendor statements and work closely with the purchasing department to ensure proper flow of invoices from that department.

EXAMPLE OF DUTIES:

ESSENTIAL FUNCTIONS

• Enter all new vendors and invoices in Accounts Payable system in a timely manner. 
• Process W-9’s for all new vendors and maintain file in alphabetical order. Process 1099’s a year end.
• Verify expense codes in all invoices to ensure appropriate coding is being used.
• Audit monthly statement from vendors and compare with existing invoices. Reconcile with vendor any difference found.
• Print checks according to schedule and collect proper approvals for that purpose. 
• Mail checks to vendor with proper back up to ensure payments are posted correctly by vendors.
• Prepare monthly accrual for month end-closing.
• Become a key component in achieving 100% compliance in the ICQ (Internal Controls Questionnaire).

 

OTHER:

Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules to reflect the business needs of the resort.

Regular attendance in conformance with the standards, which may be established by Trump National Doral – Miami from time to time, is essential to the successful performance of this position. Associates with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Due to the industry that we are in, a need will occur for each associate to provide “Lateral Service”. Our goal is to ensure that we are maximizing customer satisfaction and as a result there will be times when our associates in the Operation will call upon us for support in order to ensure customer satisfaction occurs. When we are fortunate enough for this to occur, each associate will positively respond unless there is a chance that an opportunity resulting in dissatisfying a guest could occur. If this is the case the leader is to be notified and the level of support that is being requested will be obtained.

 

SUPPORTIVE FUNCTIONS:

• Maintain an open line of communication between guests, associates and management.
• Assist office in any other administrative duties as needed.
• Other duties as assigned.

 

SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY:

The individual must posses the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job with or without reasonable accommodation, using some other combination of skills and abilities.

• Good working knowledge of Hospitality accounting systems. 
• Ability to answer the phone and respond to the business clientele inquiries in a pleasant manner.

 

PHYSICAL REQUIREMENTS:

 

Frequency Key:

Never - 0 hours; Rare - up to 1 hour; Occasional - 1-3 hours; Frequent - 3-6 Hours; Constant - 6-8 hours

 

Physical Activity Frequency

Sitting Constant

Walking Frequent

Climbing stairs Rare

Standing Frequent

Crouching/Bending/Stooping Occasional

Reaching Frequent

Grasping Frequent

Pushing/Pulling Rare

Near Vision Constant

Far Vision Constant

Hearing Constant

Talking Constant

Smell Never

Taste Never

Lifting/carrying (#50 lbs) Occasional

 

OTHER DUTIES:

Assimilate into Trump National Doral - Miami standards through understanding, supporting and participating in all elements of the Trump Cornerstones. Demonstrate working knowledge of the service standards.

 

SAFETY REQUIREMENTS:

OSHA laws require the use of the following Personal Protective Equipment (PPE) when performing work duties that have the potential of risk to your health or safety: 

• None

 

QUALIFICATION STANDARDS:

 

Education:

High school diploma or equivalent.

 

Experience:

Minimum of 2 years Finance experience for major Hotel Company. At least one year accounts payable experience preferred.

 

Licenses or Certificates:

CPR certification optional.

 

Grooming:

All associates must maintain a neat, clean and well groomed appearance (specific standards available).

 

Other:

Additional language ability preferred.

Trump National Doral Miami participates in the federal E-Verify program, an electronic system that verifies employment authorization in the United States by comparing information from an employee’s Form I-9, Employment Eligibility Verification, with government databases. The company uses E-Verify only after an employee has accepted a job offer and completed the Form I-9. The company does not use E-Verify to pre-screen job applicants or candidates who have not received a job offer from the company.