Accounts Payable & Receivable Specialist

Avion Hospitality Employee Services LLC•Memphis, TN

3h•Onsite

About The Position

This role is responsible for demonstrating Avion Hospitality’s service culture by approaching all interactions with guests, colleagues, vendors, and business partners in a friendly, professional, and service-oriented manner. The specialist will manage the receiving, inspection, and verification of hotel deliveries, ensuring consistency with purchase orders and documentation. They will inspect deliveries for discrepancies, maintain accurate receiving records, and process vendor invoices, ensuring proper coding and documentation. A key part of the role involves performing three-way matching of purchase orders, receiving documents, and vendor invoices, and investigating/resolving discrepancies. The specialist will maintain accurate vendor information, communicate with vendors regarding invoice status and discrepancies, and assist the Accounting team with Accounts Payable reconciliations and month-end closing. They will also maintain organized electronic and physical records, ensure appropriate controls over the hotel receiving area, and direct vendors to designated receiving areas. Additionally, the role includes maintaining accurate food, beverage, operating supply, and linen inventories, assisting with physical inventories and cycle counts, monitoring inventory levels, and communicating variances. Collaboration with various hotel departments is essential for accurate receiving and inventory controls. The specialist will also assist with Accounts Receivable and other hotel accounting responsibilities as needed, participate in relevant meetings, protect confidential information, and follow internal controls. Regular attendance and schedule flexibility, including early mornings, evenings, weekends, or holidays, are required. Maintaining a professional appearance and complying with all Avion Hospitality standards, policies, and safety requirements are also crucial. The role demands strong attention to detail, organization, accuracy, follow-through, and the ability to manage multiple deadlines and priorities, while fostering positive working relationships and a collaborative environment. Additional accounting, purchasing, receiving, inventory, and administrative duties may be assigned.

Requirements

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.

Responsibilities

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.