Accounts Payable Specialist

AccorHotel • Dallas, TX

13d • Onsite

About The Position

The Accounts Payable Specialist plays a critical role in maintaining the integrity of the hotel's procure-to-pay process by ensuring accurate invoice processing, vendor management, strong internal controls, and timely financial reporting. This position serves as a key liaison between departments and vendors, providing operational support, proactive follow-up, and oversight of accounts payable activities while ensuring compliance with company policies and audit requirements. The role also supports month-end closing activities, including inventory counts, reconciliations, and financial analysis.

Requirements

• 2-4 years of Accounts Payable experience in hotel, hospitality, or high-volume operational environments.
• Hands-on experience with BirchStreet Systems or similar procure-to-pay platforms.
• Strong understanding of accounts payable processes, three-way matching, vendor management, and internal controls.
• Experience maintaining vendor master files, critical date list and supporting vendor onboarding activities.
• Knowledge of month-end close procedures, account reconciliations, and inventory processes.
• Advanced Microsoft Excel and ERP system proficiency.
• Strong analytical, organizational, follow-up, and problem-solving skills.
• Excellent communication skills with the ability to work effectively across multiple departments and with external vendors.

Nice To Haves

• Hotel and hospitality accounting experience.
• BirchStreet Systems proficiency.
• Vendor master maintenance and vendor relationship management.
• Internal controls compliance and audit support.
• Inventory count participation and reconciliation experience.
• High-volume invoice processing.
• Month-end close and financial reporting support.
• Process improvement and operational support experience.

Responsibilities

• Manage the Accounts Payable process, including purchase order review, receiving verification, invoice processing, approval tracking, vendor maintenance, and preparation of payment runs for authorized review and approval.
• Perform accurate three-way matching of purchase orders, receiving documents, and vendor invoices within BirchStreet Systems.
• Maintain strong internal controls by ensuring proper authorization, supporting documentation, and compliance with company policies and procedures.
• Prepare, update, and maintain vendor master records within BirchStreet Systems, ensuring vendor information is accurate, complete, supported by required documentation, and routed for appropriate approval in accordance with established internal controls.
• Coordinate vendor onboarding activities, including the collection, review, and maintenance of required documentation such as W-9 forms, banking information, and compliance records, while ensuring all vendor setups receive appropriate authorization prior to activation.
• Proactively monitor and follow through on outstanding invoices, approvals, discrepancies, vendor inquiries, and payment-related issues, collaborating with department managers, procurement teams, receiving personnel, and vendors to ensure timely resolution and prevent delays in processing.
• Investigate and resolve pricing, quantity, receiving, and invoice discrepancies in a timely manner while maintaining detailed audit trails.
• Prepare payment runs, supporting documentation, and payment files for ACH, check, wire transfer, and virtual card programs, ensuring completeness and accuracy prior to authorized review and approval in accordance with established payment controls.
• Reconcile vendor statements, accounts payable balances, and aging reports, ensuring all outstanding items are researched and resolved.
• Provide ongoing support to hotel operations departments by assisting with purchasing, receiving, invoice inquiries, vendor-related issues, and process improvements.
• Prepare month-end accounts payable reconciliations, accruals, reports, and supporting schedules for management review.
• Participate in monthly inventory counts and perform inventory reconciliations for Food & Beverage, operating supplies, and other hotel inventories. Investigate variances, prepare supporting analysis, and assist management in ensuring accurate inventory reporting and financial results.
• Assist with internal and external audits by providing requested documentation and demonstrating compliance with established controls and procedures.
• Identify opportunities to improve AP workflows, strengthen internal controls, increase efficiency, and support operational excellence.
• Maintain organized records and documentation to support audit readiness and compliance requirements.

Benefits

• Overtime eligible
• Department incentive programs
• Generous Paid Time Off
• Medical, Dental, and Vision Insurance
• 401K Plan
• Complimentary Shift Meal
• Exclusive Employee Benefit Card (discounted room rates at Accor hotels worldwide)
• Professional Development (learning programs through Academy)
• Corporate Social Responsibility initiatives (Planet 21)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed