Accounting Manager - Accounts Payable - The Hay-Adams - salary range $65K-$70K

Position Overview:

Responsible for the overall maintenance of the hotel’s accounts payable and related general ledger accounts.    Ensure that all hotel obligations are processed in a timely manner.  All duties as assigned by the Controller.

Essential Duties & Responsibilities for Accounts Payable

On a daily basis:

§ Code and match purchase orders, packing slips to invoices.

§ Match receiving invoices to authorized P.O.’s and review for accuracy of charges and account coding; reconcile differences with department heads and/or vendor.

§ Maintain accurate files on all authorized purchase orders according to accounting procedures.

§ Review open PO’s and resolve with department heads.

§ Respond to all vendor inquiries.

§ Review vendor statements and reconcile any disputes.  Resolve any invoices which are beyond the acceptable terms for payment.

§ Prepare “authorized” invoices for payment to vendors according to accounting procedures.

§ Process new vendor accounts through corporate and update vendor master accounts.

§ Verify ledger codes, batch invoices and post invoices following system procedures and accounting policies.

§ Trace all authorized service and contract payments and process payments according to the contracted due dates.

§ Prepare, batch, file and submit ASAP checks according to established policies and procedures.

§ Fax and/or mail all folio requests.

§ Assist guest with billing inquiries.

On a weekly basis:

§ Process weekly demand/ASAP check runs.

§ Process & reconciliation of Limousine, Guest & Employee Valet invoices.

§  Reconcile vendor monthly statements as they are received and resolve all outstanding invoices.

§ Review departmental invoices with department managers for approval and signatures.

On a monthly basis:

§ Process month-end closing and reporting.  Review the general ledger for correct postings.

§ Prepare month-end accrual from outstanding invoices and purchase orders.

On an annual basis:

§ Process 1099’s for all outside contractors.

§ Assist in the Hotel audits performed by Internal Audit.

§ Accounts payable filing setup for the new calendar year.

Qualifications:

To perform this job successfully an individual must be able to perform each essential duty to a satisfactory standard. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education:  Bachelor of Science in Accounting or related accounting experience

License/Certification:  N/A

Experience:  Hotel accounting experience required – Birch Street experience welcomed.

Basic Expectations:  Strong organizational skills, ability to prioritize and follow-up in a timely manner. The ability to work independently with minimal supervision.  Work well under pressure, be able to multi-task and stay focused.  Able to work weekends and/or holidays when necessary.  Capable of assisting in other accounting duties as needed.  Maintaining confidentiality of pertinent hotel data.

Supervisory Responsibilities:  Accounting Manager

Language Skills:  Ability to communicate orally and provide legible written communication in English with guests/visitors/vendors and hotel staff to their understanding.

Mathematical Skills:  Computing mathematical calculations correctly.  Focusing on details and resolving numerical problems with minimal supervision.  Work with calculators, word processors and computers, proficient in Microsoft Office (Word & Excel).

Reasoning Ability:  N/A

Physical Ability:  Able to type on a calculator or computer.  The ability to provide clear and pleasant telephone communication and the ability to remain stationery at assigned post for extended periods of time.

Standards of Conduct:

The high ethical standards of The Hay-Adams must be upheld by all members of the company.  The policies relative to press relations, equal opportunity, discrimination, sexual harassment, vendor relations, etc., stated in the employee handbook and manuals are inviolable.  We pride ourselves on providing a professional caring atmosphere for clients and all fellow employees and will achieve this goal through responsible actions.