Accounts Payable Specialist

Job Summary

The Accounts Payable Specialist will assist the Controller in directing the financial activities, safeguarding the assets, and preparing all financial reports in accordance with generally accepted accounting principles and Hospitality Specialists Inc’s standard operating procedures for all operating and nonoperating entities overseen by Hospitality Specialists Inc. 

Responsibilities:

Accounts Payable:

·      Pull franchise fees and invoices

·      Credit applications prepared and sent

·      Review and post expense reports

·      Prepare and send W9 requests as needed

·      Set up new vendors in accounting software

·      Process 1099’s for vendors

·      Retrieve and post invoices from vendors that the hotel is not responsible for

·      Upload invoice images into accounting software for all invoices posted at corporate office

·      Proof and post check requests

·      Run AP reports on date that checks are to be cut

·      Research vendor statement and payment variances when needed

·      Review, verify, and post invoices entered into accounting software

·      Take calls and answer emails from hotel general managers, assistant general managers, and corporate staff regarding account codes, invoices, or other questions

·      Take vendor calls and answer emails from vendors regarding payment status of invoices

·      Review, verify, and post general manager credit card receipts/invoices

·      Open mail and address as needed

·      File AP documents

·      Make journal entries to reclassify AP postings as needed

·      Other tasks as assigned

End of Month Procedures:

·      Post AP recurring entries, prepare estimates when needed, print journal entries made and file in the end of month folder

·      Close AP in accounting software

·      Check general ledger accounts per end of month checklists for accurate postings

·      Review all utility and phone general ledger per checklists to ensure that an expense is posted for the month

·      Post due back amounts

·      Other tasks as assigned

Other:

·      Send W9s to vendors when requested

·      Gather invoices for audits when needed

·      Track mortgage invoices to ensure they are paid on time

Benefits:

• Employee only Medical policy paid by employer
• Dental, Vision, and Ancillary Insurance
• 401k Matching
• Paid Time Off