Accounts Payable Specialist
5 hours ago
Role Overview The Accounts Payables & Treasury Executive/Manager will be responsible for end-to-end vendor payments, supplier reconciliations, treasury management, cash-flow planning, and compliance for Pickyourtrail’s outbound travel business. The role ensures timely settlements, strong working-capital hygiene, accurate books in Zoho Books, and a high-trust ecosystem with global suppliers. Key Responsibilities 1. Accounts Payables (AP) – Core Execution • Process supplier invoices across destinations (Maldives, Bali, Europe, etc.) with strict adherence to internal SLAs. • Verify bookings, vouchers, cost sheets, rate cards, and approvals before payment. • Ensure correct tax treatment (GST, TCS, RCM if applicable) for all AP entries. • Coordinate with Sales, Supply & Ops teams for booking confirmations, amendments, cancellations, reissued vouchers, and refunds. • Maintain clean vendor ledgers—zero ageing, zero mismatch. • Monitor advance payments (hotel, DMC, activity partners) and adjust against final invoices. • Handle high-volume payments during peak seasons while maintaining accuracy. 2. Vendor Management & Reconciliation • Perform monthly reconciliation with all suppliers (DMCs, hotels, airlines, activity partners). • Identify and resolve discrepancies in rates, room categories, nights, currency conversion, cancellations, and refunds. • Track PLB, PIC & incentive reconciliations with supply partners. • Maintain updated vendor master data (banks, SWIFT codes, GSTIN, agreements, credit terms). • Build strong relationships with suppliers and ensure timely follow-up for invoices, credit notes, and statements. 3. Treasury & Cash Flow Management • Plan and execute daily payment runs based on priority, departure dates, and available float. • Monitor customer collections, supplier payouts, and maintain accurate cash-flow visibility. • Manage foreign currency payments (USD/EUR/IDR/MVR/…) and ensure efficient FX conversion. • Track region-wise float (Maldives, Europe, Bali, Vietnam) and ensure no negative float. Prepare weekly treasury reports: • Cash flow forecast • Bank balances • Pending AP • Expected collections • FX exposures 4. Compliance & Controls • Ensure full documentation for every payment—voucher, booking trail, approvals, invoice. • Strengthen internal controls: • Maker–checker • Payment approval matrix • Vendor onboarding process • Audit-ready documentation • Support statutory and internal audits by preparing all AP schedules. • Adhere to SOPs, loss-control guidelines, and finance policies of Pickyourtrail. 5. Zoho Books & System Excellence • Enter AP bills, credits, journals in Zoho Books with high accuracy. • Assist with Zoho Books migration tasks (clean-up, mapping, validations). • Reconcile vendor balances monthly in Zoho. • Maintain payment logs, tracker sheets, and cross-functional dashboards. 6. Cross-Functional Collaboration • Work closely with: • Sales (booking approvals, amendments) • Supply (rate issues, vouchers, cancellations) • Ops (confirmation of travel completion) • Customer Experience (refunds, escalations) • Provide regular updates to Finance Controller on AP ageing, float, and cash-flow.
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