Accounts Payable Specialist

Grand Galvez•Galveston, TX

7d•Onsite

About The Position

This role is responsible for managing the accounts payable process within a hotel setting, ensuring timely and accurate processing of vendor invoices, payments, and related accounting tasks. The specialist will handle invoices for hotel operations, food and beverage, and provide support for month-end closing and audits. Key aspects include maintaining vendor records, resolving discrepancies, and adhering to internal controls and compliance procedures. Excellent customer service skills are essential for interacting with hotel departments and vendors.

Requirements

High school diploma or equivalent required.
Previous accounts payable, accounting, or hotel finance experience preferred.
Hospitality accounting experience is strongly preferred.
Experience with accounting or hotel financial systems preferred.
Food & Beverage accounting experience is a plus.
Strong attention to detail and organizational skills.
Ability to maintain accurate records and meet deadlines.
Strong communication and problem-solving skills.
Ability to handle confidential financial information.
Proficiency in Microsoft Excel and Microsoft Office.

Responsibilities

Receive, review, and process vendor invoices on a timely basis.
Verify invoices against purchase orders, receiving documents, contracts, and other supporting documentation.
Ensure invoices have the appropriate department and general ledger coding.
Obtain appropriate management approvals before payment.
Enter invoices accurately into the accounting system.
Research and resolve invoice discrepancies, duplicate invoices, missing documentation, and pricing differences.
Maintain organized electronic and physical accounts payable records.
Process vendor payments and assist with scheduled check runs and electronic payments.
Monitor outstanding invoices and ensure payments are made according to established payment terms.
Maintain accurate vendor records and W-9 documentation.
Assist with vendor statement reconciliations and resolve outstanding balances.
Process invoices related to hotel operations, including rooms, housekeeping, engineering, maintenance, utilities, supplies, and administrative expenses.
Process Food & Beverage invoices and verify quantities, pricing, receiving documentation, and appropriate departmental coding.
Work closely with Purchasing and Receiving to ensure all goods received are properly documented.
Investigate discrepancies between invoices, purchase orders, and receiving records.
Assist with month-end accruals and ensure outstanding invoices are properly recorded.
Monitor recurring hotel expenses and ensure invoices are received and processed.
Assist the Accounting Department with month-end closing procedures.
Prepare accounts payable reports and supporting schedules.
Reconcile vendor statements and accounts payable balances.
Assist with accruals, prepaid expenses, and other accounting entries as assigned.
Maintain accurate documentation for internal and external audits.
Provide requested documentation to management, auditors, and corporate accounting.
Follow all hotel accounting policies and procedures.
Ensure proper approval and documentation for expenditures.
Maintain confidentiality of financial and vendor information.
Identify and report unusual transactions, potential duplicate payments, or discrepancies.
Follow established segregation-of-duties and internal-control procedures.
Protect company assets and financial information.
Maintain professional and positive relationships with hotel departments and vendors.
Respond to vendor inquiries regarding invoice status and payment.
Communicate effectively with department managers regarding missing approvals or documentation.
Provide excellent internal customer service to all hotel departments.