Accounting Clerk

Pyramid Global Hospitality•Gainesville, FL

12d•Onsite

About The Position

The Accounting Clerk is responsible for accurately and timely processing invoices and payments for the hotel. This position supports the Finance Department by reviewing PO’s, processing invoices, maintaining vendor records, reconciling statements, responding to vendor inquiries, and ensuring expenses are properly coded and recorded, assisting with month end duties including accruals and other duties as assigned. Audits cashier banks and inventories monthly. Prepares the daily deposits and maintains the general safe and giving change to cashiers for their banks. The ideal candidate is organized, detail-oriented, dependable, and comfortable working with numbers, deadlines, and multiple priorities in a fast-paced hotel environment. Comfortable knowledge with Microsoft applications, especially Excel are required.

Requirements

Previous accounts payable, accounting, bookkeeping, or administrative experience preferred.
Previous hotel or hospitality accounting experience is a plus.
High school diploma or equivalent required.
Accounting coursework or degree preferred but not required.
Strong attention to detail and accuracy.
Strong organizational and time-management skills.
Ability to manage multiple invoices, deadlines, and priorities.
Knowledge of Microsoft Excel and Microsoft Office is required.
Ability to maintain confidentiality and handle sensitive financial information.
Strong written and verbal communication skills.
Ability to work independently and as part of a team.
Ability to identify discrepancies and follow through to resolution.

Responsibilities

Receive, review, and process invoices for hotel departments and outlets.
Verify invoices for accuracy, appropriate approvals, supporting documentation, and proper coding.
Match invoices to purchase orders, receive records, contracts, or other supporting documentation when applicable.
Enter invoices and accounts payable information accurately into the hotel’s accounting system.
Prepare invoices for payment according to established payment schedules and procedures.
Maintain organized electronic and/or physical records of invoices and supporting documentation.
Monitor outstanding invoices and assist with resolving discrepancies.
Maintain accurate vendor information and documentation.
Respond to vendor inquiries regarding invoices, payments, and account balances.
Research and resolve invoice discrepancies and billing issues.
Assist with vendor statement reconciliations.
Communicate with hotel departments and vendors to obtain missing information or documentation.
Assist with month-end closing activities.
Reconcile vendor statements and investigate outstanding balances.
Review Accrued Purchases report and assist with accruals at month end.
Assist with credit card and expense-related reconciliations as assigned.
Audit all cashier banks on a monthly basis.
Count the Gift Shop inventory at the end of the month.
Give out change and petty cash reimbursement for all cashiers.
Ensure expenses are posted to the appropriate general ledger accounts and departments.
Assist the Director of Finance and accounting team with financial reports and other projects as needed.
Maintain confidentiality of financial and vendor information.
Respond to guest inquiries as needed.
Work closely with Purchasing, Receiving, Food & Beverage, Housekeeping, Engineering, Sales, and other departments to ensure invoices are properly supported and processed.
Help ensure hotel purchases are properly documented and follow established purchasing procedures.
Communicate with department leaders regarding invoice questions, missing approvals, and discrepancies.
Support internal and external audits by providing requested documentation.
Assist with shipping and receiving.