Job Title

Finance Enthusiast / Accounts Payable / General Cashier

Department

Accounting

Reports To

Hotel Controller

Job Overview

The accounts payable ensures that the hotel invoices are approved, coded properly, and paid in a timely manner, while maximizing our cashflow. To achieve professional completion of the accounts payable function as required by company policy.

 Responsibilities and Duties

• Monitor full and proper use of the purchase order system alerting the direct supervisor to any deviations from procedures.
• To ensure invoices have been matched against goods received/ purchase order with receipt/processing of credit notes where applicable. 
• To forward checked and accurate invoices to corporate office to facilitate payment within agreed ageing guidelines. 
• To courteously respond to vendor queries and where appropriate, direct to the accounts payable contact at the corporate office. 
• To accurately accrue for items at month-end.
• To achieve professional maintenance of all files, registers, reports for accounts payable as required.
• Receive date stamp, account coding stamp that come via regular mail, internet mail and internet.
• Match all invoices to purchase orders. 
• All invoices are code corrected and approved by designed hotel personnel.
• Process cheque requests.
• Using the unmatched purchase orders, follow up with department heads to ensure all invoices have been received. 
• Prepare tax reconciliation (HST, Maternity leaves etc.) for controller approval. 
• Assist in counting floats/safes in line with Company requirements.
• Ensure verification and confirmation of daily cash, reconciliation of deposits against the front office system and bank records.
• Be responsible for property cash floats and deposits to safes including the issuance of individual cash floats to required staff, spot-checking and regular counting of float/safes in line with Company policy.
• Maintain tracking for all paid-out expenditures including refunds to guests, per Company policy.
• Maintain tracking/documentation records for various items including (but not limited to) calculation/payout of gratuities, credit cards, cash deposits, US cash deposits and no-shows.
• Alert the General Manager to cash shortages or deviation from Company policy.
• Ensure bank deposits are prepared and collected by the armored car service (where applicable) or taken to the bank per Company policy.
• Assist in conducting accurate counting, recording, costing and extension of all food, liquor, and other inventory within the property as required by Company policy with additional counts/proactive measures as necessary to address any shortfalls.

Review and ensure full implementation of all accounting/cash/control-related procedures as laid down in corporate accounting policies.

Qualifications and Skills

• Education level – College or University graduate.
• Experience - 3 year of experience in similar position.

Hotel experience would be asset. 

• Personal characteristics - Ability to analyze; prioritize; delegate, attention to detail, Good organizational and communication skills.
• Other – 

Great Plains Dynamics preferred. 

Good computer skills in MS Excel 

Mathematical skills, including basic math.

May be required to work nights, weekends, and/or holidays in stressful environment.

Health and safety 

Because safety is a management responsibility, a department manager is held directly accountable for safe work practices and control of physical hazards in their areas.

DUTIES AND RESPONSIBILITIES

1. Ensure that all employees comply with OHSA and its regulations. Contact the H&S committee for guidelines. Correct any employee who is observed breaking a safety rule. Any employee who continues to violate safety rules should be disciplined immediately.
2. Detect and eliminate, or report for correction, all physical hazards, and unsafe conditions immediately by completing a safety work order. Perform random checks monthly and report deficiencies to the appropriate personnel.
3. Conduct orientation for all new employees before they start work. If possible, have a member of the Health and Safety Committee meet with the new employee (as part of the orientation or later). Ensure that new employees receive instruction (verbal and written) on WHMIS, the unique hazards of their jobs, accident reporting, CPR and first aid, back injury prevention techniques, Job Safety Analysis, procedures to follow in the event of a fire, and current property safety awareness programs.
4. Re-instruct all regular employees who develop unsafe work practices as soon as possible after such practices are observed.
5. Ensure that all employees use or wear any equipment, protective devices or clothing required under the Health & Safety Program.
6. Investigate all employee accidents thoroughly and immediately. Get the facts from the injured worker and witnesses and fill out necessary accident report forms promptly and completely. These forms should then be submitted to Human Resources for processing. Follow the accident investigation procedures included in this manual.
7. Insist on immediate first aid for all employee injuries where applicable. Help maintain the department’s first aid station buys reporting any missing item or low stock item to an H & S committee member
8. Identify the physical requirements of selected jobs to Human Resources to ensure effective applicant screening.
9. Actively cooperate with the Health and Safety Committee. Ensure a competent and interested department representative is at all committee meetings.
10. Insist on good housekeeping and enforce the “Clean as You Go” policy.
11. Maintain active involvement in the accomplishment of the accident prevention and reduction objective assigned to the department. Take every precaution reasonable in the circumstances for the protection of employees.
12. The statements in this job description are intended to describe the essential nature and level of work being performed. They are not intended to be ALL responsibilities or qualifications of the job.

Benefits

1. Health and Dental Benefits

2. Wellness Days

3. Employee Engagement Events

4. Hilton Guestroom Discounts

5. Educational Contributions

6. RRSPs