Assistant Manager - Account Payable

Summary

Operational

• 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 hotel, 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 submits the disbursement schedule to the Director of Finance/Assistant 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.
• Assists in supervising the Accounts Payable function and ensuring compliance with hotel policies and procedures.

Administration

• Ensures all files and reports are properly filed for future reference.
• Maintains an up-to-date alphabetical Open Accounts for Accounts Payable.
• Processes travel agent commission payment through World Travel Payment (WTP) program.
• Processes manual checks for Non-IATA travel agent commission payment.
• Processes Hyatt Gold Passport data and sends files, Award Certificates and Retroactive manual vouchers to Hyatt Gold Passport Office on a periodic basis.
• Reconciles reimbursements received for Award Compensation checking against our records.
• Follows up on issues and queries relating to Travel Agents commissions and Gold Passport program.
• Organises and carries out physical inventory taking at the Lobby Shop during month end.
• Prepares manually the Lobby Shop Inventory Movement and Discrepancies Report to compare the book inventory against physical inventory and investigate any material differences.
• Assists in maintaining effective internal controls and audit requirements related to Accounts Payable activities.

Financial

• Understands thoroughly Hyatt International objectives in managing Accounts Payable so as to provide an effective system to track liabilities and vendor payments.
• 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.
• Assists the Director of Finance/Assistant Director of Finance in monitoring cash flow requirements related to vendor payments and accruals.

People

• Develops Accounting Clerks to work following the operational, financial and administrative philosophies.
• Through hands-on management, supervises closely all Accounting Clerks in the performance of their duties in accordance with policies and procedures and applicable laws.
• Delegates appropriately duties and responsibilities to equipped and resourced employees, nurturing and developing them whilst ensuring standards of operation and safety are maintained.
• Develops and assists with training activities focused on improving skills and knowledge.
• Monitors employees morale and provides mechanisms for performance feedback and development.
• Assists in conducting annual Performance Development Discussions with employees if required and supports them in their professional development goals.
• Supports the implementation of The People Philosophy, demonstrating and reinforcing Hyatt's Values and Culture Characteristics.
• Ensures that all employees have a complete understanding of and adhere to employee rules and regulations.
• Ensures that employees follow all hotel, company and local rules, policies and regulations relating to fire and hazard safety, and security.
• 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.

Other Duties

• Attends and contributes to all training sessions and meetings as required.
• Is knowledgeable in statutory legislation in taxes, employee and industrial relations.
• Exercises responsible behaviour at all times and positively represents the hotel team and Hyatt International.
• Maintains strong, professional relationships with the relevant representatives from competitor hotels, business partners and other organisations.
• Adheres to the hotel's rules and regulations and in particular, the policies and procedures relating to computer resources, fire, hygiene, health and safety.
• Ensures high standards of personal presentation and grooming.
• Responds to changes in the Accounting function as dictated by the industry, company and hotel.
• Carries out any other reasonable duties and responsibilities as assigned.