Accounts Supervisor

1. Process supplier invoices, cheque requests and expense claims into the accounts payable system on a timely basis after ensuring:

- all invoices have been appropriately approved in accordance with the hotel’s purchasing policies and procedures;
- an approved purchase order is attached where required;
- supporting documentation confirming the delivery of goods (if applicable) and services from suppliers has been adequately completed; and
- an appropriate general ledger account has been nominated.

2. Liaise with external suppliers and internal claimants to achieve compliance with systems, procedures and processes.

3. Follow-up and clear on a timely basis, outstanding supplier invoices awaiting authorisation.

4. Process cheque runs on a timely basis to ensure creditors are paid in accordance with credit terms and to take advantage of available discounts in line with policies and procedures.

5. Process employee expense claims for payment as per the hotel policy

6. Ensure that all tax returns are compiled and forwarded to assistant finance controller before due date for review.

7. Ensure that form 16/16A are issued to all employees and vendors within the statutory due date.

8. Ensure that there are no delays in the deposition of the taxes.

9. Assist receiving clerk and stores with maintenance and operation of the accounts payable system with regard to food and beverage.

10. Organise all foreign drafts and telegraphic transfers where required.

11. Maintain manual cheque or e-banking batch log at all times and present to financial controller for signature with each cheque run.

12. Maintain adequate supply of blank cheques.
- Ensure all supplier invoices are stamped “paid” after payment has been processed.
- Perform month end closing procedures for the accounts payable system and export month end accounts payable distribution to the general ledger.
- Assist Accountant with performing month end accruals for any unprocessed invoices at month end.
- Print month end aged payables listing, A/P Distribution, cheque register and purchase journal and file for future reference.
- Reconcile supplier statements monthly with hotel records and follow up on any discrepancies.
- Maintain an effective filing system for paid and unpaid supplier invoices.
- Answer all supplier requests in a timely, professional and courteous manner.
- Ensure that all correct invoices are prepared along with all necessary support within 1 working day.
- Ensure that copies of agreements/contracts are kept for reference
- Monitor the special billing arrangements for groups and conventions as required to ensure that postings are in line with customer contracts. Reconcile master accounts for in house conferences daily where appropriate
- Assist the credit manager where necessary in the collection of overdue accounts to ensure receivable balances remain within hotel credit terms and approved credit limits.
- Assist the credit manager in reviewing the city ledger balances to identify any short payments by clients. Investigate and take necessary follow up action, including timely processing of any rebates required after approval is obtained
- Review daily credit card charges in hotel city ledger against daily paperwork to ensure in balance and appropriate card holder signatures have been obtained.
- Post credit card payments into hotel City Ledger on a timely basis. Investigate and resolve any old credit or debit balances on a timely basis.
- Respond to and resolve accounts receivable, credit card and travel agent commission queries on a timely basis.
- Review SPG city ledger charges daily and process charges on SPG internet site.
- Ensure daily cheque list processed by accounts receivable is reconciled to cheques received by general cashier. Ensure payments are applied correctly within City Ledger, Guest Ledger and Advance Deposits Ledger.
- Review daily staff city ledger charges and ensure compliance with hotel policy. Prepare monthly summary for deduction from monthly payroll

**JOB KNOWLEDGE, SKILLS & ABILITIES**
- Strong supervisory skills.
- Follow instructions carefully and able to provide feedback.
- Promotes Team work.
- Be reliable and well presented.
- Approachable and pleasing disposition.
- Displays a confident and professional manner.
- Exhibits high level of attention to detail.
- Displays flexibility and high energy levels.
- Deals efficiently with complaints and queries from clients and associates.
- Demonstrates strong personal organisation and time management skills.
- Shows initiative and a sense of urgency.
- Willingness to learn.
- Able to work under pressure and meet tight deadlines.
- Observes confidentiality and shows high level of integrity.
- Meets hotel grooming standards.
- Previous hotel experience preferred.

**QUALIFICATION STANDARD**
- Education: Commerce graduate or hotel management graduate.
- Experience: A minimum of two years experience preferably in hotel finance.
- Additional Skill required: Computer skil