Accounts Payable Clerk

Job Description

Job Description

The DoubleTree by Hilton Miami Airport Convention Center is seeking an experienced Accounts Payable Clerk to join our team. This position is 100% on-site, no remote work.

The DoubleTree by Hilton Hotel Miami Airport Convention Center is conveniently situated just south of Miami International Airport off the Dolphin Expressway adjacent to the Blue Lagoon Business District. The hotel features 334 guestrooms, onsite dining, fitness room, outdoor pool, business center, complimentary High-Speed Internet Access, 24,000 square feet of retail space, 20,000 Square feet of Hotel Meeting and Function Space and a Convention Center with 152,000 square feet of meeting, event and exhibit space.

This position will be an hourly position and will report to the Director of Finance/ Controller

The Accounts Payable Clerk’s is responsible for processing all vendors’ invoices accordance with hotel standards. Reconciles daily statements and month-end balancing of payables. In addition, responsible for maintaining the monetary funds of the hotel, issuing and receiving all cashiers’ banks, processing all deposits daily, auditing banks regularly, preparing reliable daily financial information and communicating all omissions and deviations to appropriate management

Job Responsibilities:

• Maintain complete knowledge of and comply with all hotel/departmental policies and procedures.
• Maintain complete knowledge of property management system and manual procedures.
• Post invoices into payables system for payment ensuring accuracy and pre-authorization of back-up.

• Match invoices with corresponding purchase order and/or market list.

• Secure Controller/General Manager and Department Head or Purchasing Manager signature.

• Review 1099 requirements.

• Present Invoices to Controller and General Manager for payment with all back-up documentation properly approved and ensure proper ledger coding.

• Prepare applicable sales taxes invoices for out of State vendors, post them to use tax account.
• Create new vendor accounts in the system. Ensure each new vendor submits 1099 information and maintain throughout the year.
• Maintain files for invoices to be paid. Posted invoices must have proper coding and stamp with posting sequence number.
• Audit AP aging every month.
• Perform month end and year end closing procedures.

• Prepare monthly accruals for outstanding invoices not posted and of recurring monthly expenses.
• Reconcile Food and Beverage receiving sheets to the general ledger.
• Assist with the entering of month end journal entries.
• Balance the AP bridge account (goods received w/o an invoice).

• Reconcile vendor’s statements on a monthly basis and follow up on discrepancies.
• Handle vendor’s payment inquiries and disputes.
• Review payment requests, travel & expenses reports, employee advances and petty cash, and present to the Controller for approval prior to payment.
• Retrieve and process all deposits in accordance with AFP Management’s standards.
• Issue or redeem cashier banks as needed by the departments with the approval of the Controller. Maintain all cashier contracts.
• Audit cashier banks as required by AFP Management’s standards. Maintain all documentation. Report shortages to supervisor. Maintain a complete record of all funds.
• Process petty cash receipts and reimbursements on a regular basis and inform management of any deviations to policy.
• Ensure adequate controls on the General Cashier’s fund in accordance with hotel standards.
• Process “duebacks” on a timely basis
• Answer telephone within 3 rings, using correct salutations and telephone etiquette
• Special assignments and duties as assigned by the Controller and/or Staff Accountant.
• Assist with other Accounting job functions as assigned.

Qualifications/ Skills:

• Ability to input and access information into the computer.
• Ability to maintain concentration and think clearly.
• Ability to focus on details and resolve numerical problems.
• Ability to prioritize, organize and follow up.
• Ability to maintain confidentiality of pertinent hotel data.
• Ability to promote positive relations with vendors and staff alike.
• Ability to provide clear and pleasant telephone communication.
• Ability to perform job functions with minimal supervision.
• Ability to work cohesively with other departments and co-workers as part of a team.
• Prior training in guest relations.
• Ability to remain stationary at assigned post for extended periods of time.
• Work exerting up to 50 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• College degree, Accounting Major, High school graduate.
• Two year(s) accounting experience.
• Ability to communicate in English with guests/visitors/vendors and hotel staff to their understanding.
• Prior cash handling required.
• Ability to provide legible communication; compute mathematical calculations.
• Fluency in a second language, preferably Spanish.

The DoubleTree by Hilton Miami Airport Convention Center offers Medical, Dental, Vision, a 401k plan, Hilton travel benefits, free lunch, and parking.

The DoubleTree by Hilton Miami Airport Convention Center is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. M/F/V/D