The Accounts Payable Supervisor is responsible for overseeing the hotel’s daily Accounts Payable operations, ensuring that vendor invoices, supplier accounts and payments are processed accurately, timely and in accordance with company policies and internal control procedures. The position works closely with Purchasing, Receiving, Stores and other operational departments to maintain efficient financial workflows and strong supplier relationships.
Key Responsibilities
- Supervise the daily Accounts Payable operations and ensure accurate and timely processing of invoices.
- Review invoices and supporting documentation for accuracy, proper authorization and compliance with company policies.
- Ensure appropriate matching of Purchase Orders, Goods Received Notes and supplier invoices.
- Reconcile vendor statements and investigate outstanding or disputed balances.
- Prepare and coordinate payment runs in accordance with approved payment terms and cash-flow priorities.
- Monitor Accounts Payable aging and ensure timely settlement of supplier obligations.
- Monitor and maintain supplier contracts, payment terms, renewal dates and other critical dates to ensure timely action and compliance with contractual obligations.
- Maintain and regularly update the Critical Date List, ensuring timely follow-up on payment deadlines, contract renewals, expiry dates and other key financial obligations.
- Maintain accurate vendor records and support effective vendor account management.
- Assist with accruals, prepayments, reconciliations and month-end closing activities.
- Ensure compliance with internal controls, financial policies, tax/VAT requirements and audit procedures.
- Work closely with Purchasing, Receiving, Stores and operational departments to resolve invoice and payment discrepancies.
- Supervise, coach and support the Accounts Payable team and ensure efficient allocation of daily tasks.
- Provide accurate AP reports and analysis to the Finance management team.
- Perform other duties and responsibilities as assigned by the Finance management team, as required.