Accounts Payable Clerk

JOB SUMMARY

Reporting to the Assistant Director of Finance the successful incumbent will be responsible for the accurate timeous recording of all required financial obligations check invoices in the financial administrative system and will have frequent contact with suppliers as well as the Heads of Department assist with month end procedures in addition perform ad hoc projects commissioned by the senior associatein accordance with Marriott International Policies and Procedures

Check figures postings and documents for correct entry mathematical accuracy and proper codes. Organize secure and maintain all files records cash and cash equivalents in accordance with policies and procedures. Record store access and/or analyze computerized financial information. Classify code and summarize numerical and financial data to compile and keep financial records using journals ledgers and/or computers. Complete period-end closing procedures and reports as specified. Audit cashier banks periodically according to SOPs. Maintain distribute and record petty cash cashier banks and contracts. Document maintain communicate and act upon all Cash Variances according to SOPs. Act as liaison between property and armored car service or primary banking institution. Participate in internal external and regulatory audit processes and ensure compliance with SOPs.

Follow all company policies and procedures; ensure uniform and personal appearance are clean and professional; maintain confidentiality of proprietary information; protect company assets; protect the privacy and security of guests and coworkers. Speak with others using clear and professional language; prepare and review written documents accurately and completely; answer telephones using appropriate etiquette; ensure that coworkers understand their tasks. Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees. Move lift carry push pull and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested by Supervisors.

Required Experience & Qualifications

• A recognised appropriate financial qualification essential
• 4 - 5 years experience in a similar function;
• An understanding of Hospitality environment preferable
• Experience in Commerce and financial processes;
• Competent and proficient in Accounts Payable processes and practices
• Ability to work within a pressurised environment
• Working knowledge of accounts payable system;
• Excellent email and telephonic etiquette
• Advanced level of PC literacy (Ms Word Excel and PowerPoint)
• Exceptional verbal and written language skills with a strong and ongoing customer focused approach experienced at communicating at all levels
• Willingness to work outside normal working hours
• Ability to work independently and proactively
• Results oriented and able to meet deadlines
• Efficient in time management and can work without supervision

Key Responsibilities

• Capturing of incoming invoices;
• Internal sending invoices for approval by the heads of Department;
• Taking responsibility for internal invoices sent;
• The collection processing of received invoices and post;
• Archiving of processed invoices;
• The payment of domestic accounts;
• Taking care of timely payment of vendors;
• Maintaining full outstanding creditors list;
• The timely identifying and reporting irregularities or deviations from procedures to the head of the Department;
• The supplier invoice matching of bank statements against payments made;
• Format a monthly accrual (supply) to prevent missed invoices with the month-end closing;
• Delivering reports on period closings eg. Age analysis providing comments as well as the BBBEE spend report;
• The timely delivery of reports with respect to period closures
• All further tasks aimed at improving the creditors policy and management;
• Performing Supplier recons and checklist as part of Balance Sheet reconciliation;
• Any other request from time to time as determined by operational requirements
• Perform other duties as and when required

Safety and Security

• Follow company and department safety and security policies and procedures to ensure a clean safe and secure environment.

Policies and Procedures

• Follow company and department policies and procedures.
• Protect the privacy and security of guests and coworkers.
• Maintain confidentiality of proprietary materials and information.
• Protect company tools equipment machines or other assets in accordance with company policies and procedures.
• Perform other reasonable job duties as requested by Supervisors.

Communication

• Speak to guests and co-workers using clear appropriate and professional language.
• Provide assistance to coworkers ensuring they understand their tasks.
• Answer telephones using appropriate etiquette including answering the phone within 3 rings answering with a smile in ones voice using the callers name transferring calls to appropriate person/department requesting permission before placing the caller on hold taking and relaying messages and allowing the caller to end the call.
• Talk with and listen to other employees to effectively exchange information.

Working with Others

• Support all co-workers and treat them with dignity and respect.

Physical Tasks

• Enter and locate work-related information using computers and/or point of sale systems.
• Move lift carry push pull and place objects weighing less than or equal to 10 pounds without assistance.

General Finance and Accounting

• Organize secure and maintain all files and records in accordance with document retention and confidentiality policies and procedures.
• Check figures postings and documents for correct entry mathematical accuracy and proper codes.
• Record store and/or analyze information using property software.
• Complete period-end closing procedures and reports as specified.
• Control and secure cash and cash equivalents for property according to cash handling policy and procedures.