Accounts Payable Associate

ACCOUNTS PAYABLE ASSOCIATE

The Oriental Hotel Legazpi

I. JOB SUMMARY

The Accounts Payable Associate is responsible for processing, monitoring, and recording the hotel's accounts payable transactions. The position ensures that supplier invoices, payment requests, and other financial obligations are properly documented, accurately recorded, and settled on time in accordance with company policies, accounting standards, and established internal control procedures.

II. DUTIES AND RESPONSIBILITIES

• Receive, review, verify, and process supplier invoices, billing statements, purchase orders, and receiving reports.
• Ensure that all invoices and payment requests are supported by complete and valid documentation.
• Verify the accuracy of supplier charges, quantities, prices, discounts, and applicable taxes.
• Prepare accounts payable vouchers, payment requests, and other required accounting documents.
• Monitor payment due dates and coordinate with the Finance Department to ensure timely settlement of obligations.
• Maintain and update accounts payable records, supplier ledgers, and payment schedules.
• Reconcile supplier statements with the hotel's accounts payable records and investigate discrepancies.
• Coordinate with the Purchasing, Receiving, Cost Control, Storekeeping, and other concerned departments regarding invoice discrepancies and incomplete documents.
• Assist in preparing accounts payable aging reports and other financial reports as required by the Finance Manager or immediate supervisor.
• Ensure proper filing, safekeeping, and confidentiality of invoices, vouchers, and other financial documents.
• Monitor advances, deposits, and other outstanding balances related to suppliers, as applicable.
• Assist in month-end closing activities, account reconciliation, and preparation of supporting schedules.
• Ensure compliance with company policies, accounting procedures, tax regulations, and audit requirements.
• Provide necessary documents and explanations during internal and external audits.
• Perform other related duties and responsibilities as assigned by the immediate supervisor or Management.

III. QUALIFICATIONS

Educational Requirements

• Graduate of a Bachelor's Degree in Accountancy, Accounting Technology, Financial Management, or any related business course.

Work Experience

• Preferably with at least one (1) year of experience in accounts payable, accounting, or a related finance position.
• Fresh graduates with relevant internship experience may also be considered.

Technical Skills

• Knowledge of basic accounting principles and accounts payable procedures.
• Proficient in Microsoft Excel and other Microsoft Office applications.
• Familiarity with accounting software or hotel accounting systems is an advantage.
• Knowledge of invoice processing, supplier reconciliation, and basic tax documentation.
• Ability to organize financial records and prepare accurate reports.

IV. COMPETENCIES AND PERSONAL ATTRIBUTES

• High level of accuracy and attention to detail.
• Strong organizational and time-management skills.
• Good analytical and problem-solving abilities.
• Honest, trustworthy, and responsible in handling financial records.
• Good communication and interpersonal skills.
• Ability to work under pressure and meet deadlines.
• Ability to maintain confidentiality of financial information.
• Team-oriented and capable of coordinating with different departments.

V. WORKING RELATIONSHIPS

Internal Coordination:

• Finance and Accounting Department
• Purchasing Department
• Cost Control Department
• Receiving and Storekeeping
• Food and Beverage Department
• Kitchen and other operating departments

External Coordination:

• Suppliers and vendors
• Auditors and other authorized representatives, as required

VI. PERFORMANCE INDICATORS

The performance of the Accounts Payable Associate may be evaluated based on the following:

• Accuracy and completeness of invoice processing and payment documentation.
• Timely processing of invoices and payment requests.
• Accuracy of supplier account reconciliations.
• Proper maintenance and organization of accounts payable records.
• Compliance with company accounting policies and internal control procedures.
• Timely submission of reports and supporting schedules.
• Responsiveness in resolving invoice discrepancies and supplier concerns.

VII. ACCOUNTABILITY

The Accounts Payable Associate reports directly to the Finance Supervisor, Accounting Supervisor, or other designated immediate supervisor and is accountable for the accuracy, completeness, confidentiality, and timely processing of accounts payable transactions in accordance with the hotel's policies and procedures.

Pay: Php13,000.00 - Php15,000.00 per month

Benefits:

• Employee discount

Work Location: In person