Account Executive

Main Duties

Administration
- Ensure that daily invoices are recorded and processed accurately and in a timely fashion in accordance with the Organization's policies and procedures and local regulations. Allocate expenses properly to the correct departments and periods. Assist the Accountant in all stages within the Accounts Payable function leading to the preparation of monthly financial reports and analysis
- Ensures all files and reports are properly filed for future reference.
- Maintains an up-to-date alphabetical “Open Accounts” for Accounts Payable.
- Customer Service
- Provides the appropriate level of professional, courteous and caring service to other employees (internal customers) and other visitors to the division.
- Ensures all employees provide a courteous and professional service at all times.
- Handles guest and employee enquiries in a courteous and efficient manner, reporting complaints or problems if no immediate solution can be found, whilst feeding back a prompt follow up.
- Maintains positive guest and colleague interactions with good working relationships.
- Financial
- Understands thoroughly company objectives in managing Account Receivables so as to provide an effective system to track Accounts Receivables.
- Focuses attention on improving productivity levels and the need to prudently manage utility/payroll costs within acceptable guidelines ensuring optimum deployment and energy efficiency of all equipment.
- Ensures new technology and equipment are embraced, improving productivity whilst taking work out of the system.
- Operational
- Ensure the accurate and timely payment and posting of all properly approved invoices. The department head must approve all invoices for services, whether or not there is a contract. Every payment being made must be posted in the system and the original invoice stamped as posted and paid before the payment document is given to the Organisation Director of Finance, both cheques and bank transfers. Invoices must be posted in accordance with the comments on the Purchase Request.
- Maintain all documentation in comprehensive and meticulous filing system on a daily basis. Any one should be able to find some required information on their own, even if the payment was only made yesterday.
- Maintain excellent relations with all “customers”, both internal and external; always, in an assertive manner, which ensures that the agreed procedures and terms are followed.
- Follow the guidelines set in the Accounts Payable Operations Manual; but be proactive in identifying any improvements which may be desirable. If any changes are desired, refer these to the Assistant Director of Finance for consideration, and if s/he agrees, request changes to the Director of Finance.
- Provides a summary of the aging report required by the Accounting and Control division to prepare monthly reports and ensure loyalty of key supplies of the organisation, resulting in lower cost per unit.
- Obtains, date-stamps, and files copies of all documents that support authorized purchases (PR’s, PO’s, Delivery Notes, signed Receiving Tickets, etc) for future matching to invoices.
- Processes daily invoices; i.e. to match them to their supporting authorisations and receiving records.
- Prepares account allocation.
- Batches invoices, posts them and distributes them to Department Heads for their approval.
- Compares details of quantities, unit costs, etc on regular purchase orders to those on authorized purchase requests.
- Spot checks periodically internal purchase orders for food and beverage items against their appropriate market lists Audit price and quantity variances as per daily Receiving Variance Report.
- Checks accuracy of account allocations.
- Determines all payments due and to submit the disbursement schedule to the Director of Finance/Asst Director of Finance for approval prior to the actual preparation of checks.
- Prepares payments and submits them, with their supports attached, for final approval and signature.
- Raises and records manual checks for urgent payments.
- Prepares monthly accruals for goods and services received, but not invoiced.
- Cooperates and assists in reconciling the month-end inventory book balances to actual physical counts.
- Provides a summary of the aging report required by the Accounting and Control division to prepare monthly reports.
- Provides Sales and Marketing employees and Heads of Department with information necessary for them to manage their customers.
- Processes all charges and credits to City Ledger, in a timely manner.
- Be fully conversant with the credit policy and procedures.
- Ensures that all transfers to City Ledger through Night and Income Auditors do agree with the control account.
- Prepares and forwards to the Director of Finance for review and signature all City Ledger adjustments that need to be made before either inputting them through the Sales Ledger, or before they are posted by the Front Office Clerk-Cashier.
- Ensures the acc