Accounts Payable & Receivable Specialist
Avion Hospitality
Essential Functions
- Demonstrate Avion Hospitality's service culture by approaching all interactions with guests, colleagues, vendors and business partners in a friendly, professional and service-oriented manner.
- Receive, inspect and verify all hotel deliveries to ensure quantities, quality, pricing and specifications are consistent with purchase orders, packing slips and receiving documentation.
- Inspect deliveries for damaged, missing, incorrect or unacceptable merchandise and promptly communicate discrepancies to the appropriate department, Purchasing, Accounting and/or vendor.
- Maintain accurate receiving records and ensure all merchandise received is properly documented, coded and distributed to the appropriate department or storage location.
- Review, code and process vendor invoices, ensuring invoices are supported by appropriate purchase orders, receiving records, approvals and other required documentation.
- Perform three-way matching of purchase orders, receiving documentation and vendor invoices prior to processing invoices for payment.
- Investigate and resolve invoice, pricing, quantity and receiving discrepancies in partnership with department leaders, Purchasing and vendors.
- Ensure invoices are entered and processed accurately and within established accounting timelines.
- Maintain accurate vendor information and supporting documentation within the hotel's accounting and purchasing systems.
- Communicate with vendors regarding invoice status, missing documentation, payment questions, credits, discrepancies and outstanding balances.
- Review vendor statements and research outstanding invoices, credits or payment discrepancies as needed.
- Assist the Accounting team with Accounts Payable reconciliations and month-end closing procedures.
- Maintain organized electronic and physical records for invoices, receiving documents, purchase orders, credits and other financial transactions in accordance with Avion Hospitality and property retention standards.
- Maintain appropriate controls over the hotel receiving area and ensure merchandise is not released without proper documentation and authorization.
- Ensure all deliveries are directed to designated receiving areas and that vendors follow established hotel receiving procedures.
- Maintain accurate food, beverage, operating supply and linen inventories as assigned.
- Assist with regularly scheduled physical inventories, cycle counts and inventory reconciliations.
- Monitor inventory levels and communicate unusual variances, shortages, overages or potential control concerns to Accounting and operational leadership.
- Work closely with Food & Beverage, Culinary, Housekeeping, Engineering and other operating departments to ensure accurate receiving and inventory controls.
- Assist with maintaining appropriate controls surrounding food and beverage products, including proper storage, documentation and transfer procedures.
- Maintain cleanliness, organization and security of receiving and storage areas.
- Ensure products requiring refrigeration, freezing or other special handling are promptly transferred to the appropriate storage location.
- Follow established procedures for returning merchandise to vendors and ensure appropriate credits are received and documented.
- Assist with Accounts Receivable and other hotel accounting responsibilities when business needs require additional support.
- Participate in accounting, purchasing, inventory and operational meetings as requested.
- Protect confidential hotel, colleague, vendor and financial information at all times.
- Follow established internal controls and immediately report unusual transactions, discrepancies or potential financial control concerns to Accounting leadership.
- Maintain regular attendance in compliance with Avion Hospitality standards, with scheduling based on the operational needs of the hotel.
- Maintain schedule flexibility based on hotel delivery schedules, vendor arrival times, inventory needs and business demands, which may require early mornings, evenings, weekends or holidays as necessary.
- Maintain high standards of personal appearance and grooming, including wearing the appropriate uniform and name tag when required.
- Comply at all times with Avion Hospitality and property standards, policies, procedures, safety requirements and financial controls to support safe and efficient hotel operations.
- Demonstrate strong attention to detail, organization, accuracy and follow-through while managing multiple deadlines and priorities.
- Develop positive working relationships with colleagues and departments throughout the hotel and support a collaborative, respectful work environment.
- Perform additional accounting, purchasing, receiving, inventory and administrative duties as assigned by the Property Accountant, Director of Finance or hotel leadership.
- Invoice review, coding and processing
- Purchase order and receiving document matching
- Vendor statement reconciliation
- Vendor discrepancy resolution
- Credit and payment research
- AP documentation and record retention
- Month-end accounting support
- Delivery inspection and verification
- Purchase order and packing-slip reconciliation
- Quality and quantity verification
- Damaged or missing merchandise reporting
- Proper distribution and storage of received goods
- Vendor return and credit documentation
- Receiving-area organization and control
- Food and beverage inventory
- Linen and operating supply inventory
- Physical inventory participation
- Inventory reconciliation and variance reporting
- Departmental inventory-control support
- Must be able to stand, walk, bend, stoop, kneel, crouch, reach, push, pull and lift throughout the workday.
- Must be able to regularly lift and/or move items weighing up to 25 pounds and occasionally lift and/or move items weighing up to 50 pounds, with assistance when appropriate.
- Must be able to push and pull carts, pallets, supplies and other receiving-related materials as required.
- Must be able to use hands and fingers to handle, grasp, operate office equipment and perform receiving and inventory-related tasks.
- Must be able to work for extended periods while standing, walking or seated, depending on operational needs.
- Must be able to safely navigate receiving areas, storage rooms, loading areas, kitchens, offices and other hotel workspaces.
- Must be able to perform the essential functions of the position with or without reasonable accommodation.
Vacancy posted 22 hours ago
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