Accounts Payable Officer

About the role

The Accounts Payable Officer is responsible for supporting the group finance team in the accurate and timely processing of supplier invoices, payments, expense claims, and supplier reconciliations across the hotel group. This role ensures that all accounts payable transactions are properly verified, approved, recorded, and filed in accordance with company policies, internal controls, and hotel operating procedures. Duties and Responsibilities Invoice Processing & Verification - Receive, verify, and process supplier invoices, credit notes, debit notes, and payment requests for the hotel group. - Match invoices against purchase orders, delivery orders, goods received notes, contracts, and supporting documents. - Check invoice details, including supplier information, invoice amount, GST/tax, payment terms, cost Centre, department code, and general ledger coding. - Liaise with hotel operations, purchasing, receiving, and relevant departments to resolve invoice discrepancies, missing documents, or approval delays. - Ensure invoices are processed in accordance with approved authority limits and company policies. Payment Processing Support - Prepare payment listings, payment vouchers, and supporting documents for review and approval. - Assist with scheduled payment runs, including bank transfers, cheques, GIRO, or other approved payment methods. - Ensure payments are processed accurately and within agreed supplier credit terms. - Check payment batches to minimise duplicate, incorrect, or unauthorised payments. - Maintain proper records of payment approvals and supporting documents. - Forecasting payments based on payment cycles and trends. Supplier & Statement Reconciliation - Maintain accurate supplier records, including payment terms, bank details, contact information, and tax registration details. - Reconcile supplier statements and follow up on outstanding invoices, credit notes, debit notes, or discrepancies. - Respond to supplier queries professionally and escalate unresolved matters where necessary. - Support good working relationships with hotel suppliers, service providers, and internal stakeholders. Expense Claims & Reimbursements - Review and process staff expense claims and reimbursements in accordance with company policy. - Ensure all claims are supported by proper receipts, approvals, for business purpose, and correct coding. - Follow up with employees or departments on incomplete, inaccurate, or non-compliant claims. Month-End Closing & Reporting Support - Assist with month-end closing activities, including AP accruals, payment schedules, and supplier ageing reports. - Support inter-company transactions and allocation of shared expenses across hotel entities where applicable. - Prepare accounts payable schedules and supporting documents for finance review. - Provide documents and schedules for audit, tax, and internal control review purposes. Filing, Compliance & Administration - Maintain organised and audit-ready filing of invoices, payment vouchers, supplier statements, and approval documents. - Ensure compliance with company finance policies, hotel group procedures, and relevant GST/tax requirements. - Assist in improving accounts payable workflow, documentation, and follow-up processes. - Perform general finance administrative duties and other ad hoc tasks as assigned.

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