Accounts Payable

DoubleTree by Hilton South Bend

Accounts Payable Specialist

Location: South Bend Indiana
Department: Accounting/Finance

BENEFITS

We value our team members and offer a competitive benefits package:

• Medical Dental and Vision Insurance

• Paid Time Off (PTO)

• Hilton Team Member Travel Discounts

• Life and Disability Insurance

• Professional Development Opportunities

Job Summary

Responsible for processing all invoices and authorized check payments to hotel vendors in accordance with hotel standards. Reconciles daily statements and performs month-end balancing.

Qualifications

Education & Experience

• College degree preferred (Accounting major strongly preferred) or High School diploma with equivalent experience

• Minimum two (2) years of accounting experience

• Ability to communicate effectively in English with vendors guests and team members

• Strong mathematical and analytical skills

• Ability to provide clear legible communication

Physical Requirements

• Ability to remain stationary at a workstation for extended periods

• Sedentary work involving occasional lifting of up to 25 pounds

General Requirements

• Ability to input and retrieve information from computer systems

• Strong attention to detail and ability to resolve numerical discrepancies

• Ability to prioritize organize and meet deadlines

• Maintain confidentiality of sensitive hotel financial data

• Promote positive vendor and team member relationships

• Professional and courteous telephone communication skills

• Ability to work independently with minimal supervision

• Team-oriented mindset with the ability to collaborate across departments

• Prior guest service or hospitality experience preferred

Duties & Responsibilities

Accounts Payable Operations

• Process and post invoices into the payables system ensuring accuracy and proper authorization

• Match invoices with purchase orders and/or market lists

• Ensure proper ledger coding and 1099 compliance

• Obtain required approvals from Controller General Manager Department Heads or Purchasing Manager

• Prepare checks weekly (ready by Thursday afternoon; mailed by Friday afternoon)

• Maintain check register and issue log; reconcile monthly totals to general ledger

• Record cancelled or voided checks and ensure proper bank stop payment procedures

• Maintain organized files for invoices check copies and accounting reports

Vendor & Tax Management

• Create and maintain vendor accounts ensuring proper 1099 documentation

• Reconcile vendor statements monthly and resolve discrepancies

• Handle vendor payment inquiries and disputes professionally

• Maintain priority payment log and ensure timely payments to avoid late fees

• Take advantage of vendor discounts and payment terms

• Prepare applicable sales tax invoices and use tax postings

• Maintain beverage invoices and prepare surtax liability for Controller approval

Month-End & Financial Reporting

• Audit AP aging monthly and reconcile to general ledger

• Perform month-end and year-end closing procedures

• Prepare monthly accruals for outstanding and recurring expenses

• Reconcile Food & Beverage receiving sheets to the general ledger

• Balance AP bridge account (goods received without invoice)

• Assist with month-end journal entries

• Review travel & expense reports petty cash and employee advances prior to Controller approval

Additional Responsibilities

• Maintain knowledge of property management and accounting systems

• Maintain organized workstation and supplies

• Answer telephone within three rings using professional etiquette

• Perform special assignments as directed by the Controller or Staff Accountant

• Assist with other Accounting functions as needed

Equal Opportunity Employer

DoubleTree by Hilton South Bend is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin veteran status or disability status.