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Main responsibilities
- Collate supplier’s documentation for processing, matching invoices and delivery dockets with the corresponding purchase order.
- Ensure a “3-way match” – a properly approved (and issued) purchase document and a properly signed receiving document, both of which match the invoice submitted by the supplier.
- Review edit report from receiver and check that general ledger codes are correct and check to ensure that invoices are totalled correctly.
- Ensure all credit notes are posted correctly to reconcile against suppliers’ statements and printed on the remittance advice.
- Balance receiving reports.
- Reconcile Food, Beverage and General Inventory items and Food & Beverage direct items with Food and Beverage Control Department on a Daily / Weekly purchase Log.
- Input Information into the A/P system.
- Reconcile invoices to statements.
- Prepare cheque for approval on a weekly basis. Cheques must be mailed by an employee independent of accounts payable function and paid invoices cancelled.
- Maintain cheque issue log.
- Cancel Invoices after payment.
- Reconcile supplier statements monthly with hotel records and follow-up on any discrepancies.
- Maintain batch register and balance daily to General Ledger.
- Maintain an effective filing system. For unpaid supplier invoices, the filing is by supplier code and for paid invoices by month which the invoices were paid. Records must be retained for auditing and tax purposes for up to ten years.
- Answer all reasonable supplier requests in a professional and courteous manner.
- Produce and review monthly A/P Distribution report and perform the A/P month end close.
- Prepare Accruals Journal at month end for regular suppliers and delivery dockets not paid.
- Complete all supplier credit applications.
Safety and Security
- Follow company and department safety and security policies and procedures to ensure a clean, safe, and secure environment.
Policies and Procedures
- Follow company and department policies and procedures.
- Protect the privacy and security of guests and coworkers.
- Maintain confidentiality of proprietary materials and information.
- Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.
- Accountable and expected to fully comply with the company’s safety policies
- Perform other reasonable job duties as requested by Supervisors.
Working with Others
- Support all co-workers and treat them with dignity and respect.
Accor Control-related tasks
- Understand control frameworks including self-audits & controls defined by Accor Internal Controls team.
OSH (Occupational Safety & Health) Responsibilities
- Participate in the risk assessment activities.
- Develop new work procedures as required, in coordination with department heads
- Provide all employees with relevant OSH information in an appropriate manner;
- Ensuring that all works are conducted in a manner safe and without risk to employees and visitors
- Planning to do all work safely;
- Providing advice and assistance on OSH to all employees;
- Action in OSH reports and carrying out workplace inspections;
- Preparing and participating in OSH meetings and OSH programs;
- Ensuring on safe work practices at all times;
- Conducting toolbox talks and daily team briefings
- Ensure that all incidents are reported to the OSH Manager
All cash handling associates are required to understand:
- Policies & procedures specified in Accor Standards such as Cashiering Responsibilities, Cashier Overage & Shortages.
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