Job Description
Job Description
Position Purpose:
Supervises the Accounts Payable Department and is in charge of entering invoices, check requests and associate expense reports in a timely manner. Reconcile vendor statements and work closely with the purchasing department to ensure proper flow of invoices from that department.
EXAMPLE OF DUTIES:
ESSENTIAL FUNCTIONS
• Supervises Accounts Payable by ensuring that all processes are followed
• Input Invoices and expense reports in the Accounting system
• Code invoices and ensure that correct GL codes are used.
• Matching invoices vs purchase orders and verify that all have been approved and merchandise received
• Close Purchase orders once department has received all goods.
• Handle all vendors inquires as well as internal inquiries about payments
• Reconciles vendor statements
• Requests W-9 forms for all new vendors and update tax ID information in Accounting System
• Processes 1099 reports at year end.
• Cut weekly checks; Process payments for vendors paid by credit card.
• Submits check register for Positive Pay for the bank and CSI reports to DOF or ADOF.
• Ensure all Accounts Payable invoices are posted before closing AP at month end and adhering to deadlines
• Ensures that all vendors are organized a filed accordingly
• Prepare and verify all contract maintenance and prepare expense accruals as well as utility accruals
• Follows accounting operational standards by identifying issues resolving the problems
• Supports Accounts Payable Clerk and General Cashier when these positions are on Vacation
• Protects organization's value by keeping information confidential.
• Maintains financial security by adhering to internal controls.
• Accomplishes accounting and organization requirements by completing related results as needed.
• Performs other duties as directed by the Director of Finance or Assistant Director of Finance
OTHER:
Due to the cyclical nature of the hospitality industry, associates may be required to work varying
schedules to reflect the business needs of the resort.
Regular attendance in conformance with the standards, which may be established by Trump
National Doral – Miami from time to time, is essential to the successful performance of this
position. Associates with irregular attendance will be subject to disciplinary action, up to and including termination of employment.
Due to the industry that we are in, a need will occur for each associate to provide “Lateral Service”. Our goal is to ensure that we are maximizing customer satisfaction and as a result
there will be times when our associates in the Operation will call upon us for support in order to ensure customer satisfaction occurs. When we are fortunate enough for this to occur, each
associate will positively respond unless there is a chance that an opportunity resulting in dissatisfying a guest could occur. If this is the case the leader is to be notified and the level of support that is being requested will be obtained.
SUPPORTIVE FUNCTIONS:
- Maintain an open line of communication between guests, associates and management.
- Assist office in any other administrative duties as needed.
- Other duties as assigned.
SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY:
The individual must posses the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job with or without reasonable accommodation, using some other combination of skills and abilities.
- Ability to organize and maintain vendors and contract files
- Excellent attention to details
- Proficient in Accounting software; and Microsoft Office: Excel, Word; Dataplus
- Able to communicate effectively with department managers and outside vendors
PHYSICAL REQUIREMENTS:
Frequency Key:
Never - 0 hours; Rare - up to 1 hour; Occasional - 1-3 hours; Frequent - 3-6 Hours; Constant - 6-8 hours
Physical Activity Frequency
Sitting Constant
Walking Frequent
Climbing stairs Rare
Standing Frequent
Crouching/Bending/Stooping Occasional
Reaching Frequent
Grasping Frequent
Pushing/Pulling Rare
Near Vision Constant
Far Vision Constant
Hearing Constant
Talking Constant
Smell Never
Taste Never
Lifting/carrying (#50 lbs) Occasional
OTHER DUTIES:
Assimilate into Trump National Doral - Miami standards through understanding, supporting and participating in all elements of the Trump Cornerstones. Demonstrate working knowledge of the service standards.
SAFETY REQUIREMENTS:
OSHA laws require the use of the following Personal Protective Equipment (PPE) when performing work duties that have the potential of risk to your health or safety:
- None
QUALIFICATION STANDARDS:
Education:
High school diploma or equivalent.
Experience:
Minimum of 2 years Finance experience for major Hotel Company. At least one year accounts payable experience preferred.
Licenses or Certificates:
CPR certification optional.
Grooming:
All associates must maintain a neat, clean and well groomed appearance (specific standards available).
Other:
Additional language ability preferred.
Trump National Doral participates in the federal E-Verify program, an electronic system that verifies employment authorization in the United States by comparing information from an employee’s Form I-9, Employment Eligibility Verification, with government databases. The company uses E-Verify only after an employee has accepted a job offer and completed the Form I-9. The company does not use E-Verify to pre-screen job applicants or candidates who have not received a job offer from the company.