Accounts Payable & Receivable Specialist

Description

Essential Functions 

• Demonstrate Avion Hospitality’s service culture by approaching all interactions with guests, colleagues, vendors and business partners in a friendly, professional and service-oriented manner. 
• Receive, inspect and verify all hotel deliveries to ensure quantities, quality, pricing and specifications are consistent with purchase orders, packing slips and receiving documentation. 
• Inspect deliveries for damaged, missing, incorrect or unacceptable merchandise and promptly communicate discrepancies to the appropriate department, Purchasing, Accounting and/or vendor. 
• Maintain accurate receiving records and ensure all merchandise received is properly documented, coded and distributed to the appropriate department or storage location. 
• Review, code and process vendor invoices, ensuring invoices are supported by appropriate purchase orders, receiving records, approvals and other required documentation. 
• Perform three-way matching of purchase orders, receiving documentation and vendor invoices prior to processing invoices for payment. 
• Investigate and resolve invoice, pricing, quantity and receiving discrepancies in partnership with department leaders, Purchasing and vendors. 
• Ensure invoices are entered and processed accurately and within established accounting timelines. 
• Maintain accurate vendor information and supporting documentation within the hotel’s accounting and purchasing systems. 
• Communicate with vendors regarding invoice status, missing documentation, payment questions, credits, discrepancies and outstanding balances. 
• Review vendor statements and research outstanding invoices, credits or payment discrepancies as needed. 
• Assist the Accounting team with Accounts Payable reconciliations and month-end closing procedures. 
• Maintain organized electronic and physical records for invoices, receiving documents, purchase orders, credits and other financial transactions in accordance with Avion Hospitality and property retention standards. 
• Maintain appropriate controls over the hotel receiving area and ensure merchandise is not released without proper documentation and authorization. 
• Ensure all deliveries are directed to designated receiving areas and that vendors follow established hotel receiving procedures. 
• Maintain accurate food, beverage, operating supply and linen inventories as assigned. 
• Assist with regularly scheduled physical inventories, cycle counts and inventory reconciliations. 
• Monitor inventory levels and communicate unusual variances, shortages, overages or potential control concerns to Accounting and operational leadership. 
• Work closely with Food & Beverage, Culinary, Housekeeping, Engineering and other operating departments to ensure accurate receiving and inventory controls. 
• Assist with maintaining appropriate controls surrounding food and beverage products, including proper storage, documentation and transfer procedures. 
• Maintain cleanliness, organization and security of receiving and storage areas. 
• Ensure products requiring refrigeration, freezing or other special handling are promptly transferred to the appropriate storage location. 
• Follow established procedures for returning merchandise to vendors and ensure appropriate credits are received and documented. 
• Assist with Accounts Receivable and other hotel accounting responsibilities when business needs require additional support. 
• Participate in accounting, purchasing, inventory and operational meetings as requested. 
• Protect confidential hotel, colleague, vendor and financial information at all times. 
• Follow established internal controls and immediately report unusual transactions, discrepancies or potential financial control concerns to Accounting leadership. 
• Maintain regular attendance in compliance with Avion Hospitality standards, with scheduling based on the operational needs of the hotel. 
• Maintain schedule flexibility based on hotel delivery schedules, vendor arrival times, inventory needs and business demands, which may require early mornings, evenings, weekends or holidays as necessary. 
• Maintain high standards of personal appearance and grooming, including wearing the appropriate uniform and name tag when required. 
• Comply at all times with Avion Hospitality and property standards, policies, procedures, safety requirements and financial controls to support safe and efficient hotel operations. 
• Demonstrate strong attention to detail, organization, accuracy and follow-through while managing multiple deadlines and priorities. 
• Develop positive working relationships with colleagues and departments throughout the hotel and support a collaborative, respectful work environment. 
• Perform additional accounting, purchasing, receiving, inventory and administrative duties as assigned by the Property Accountant, Director of Finance or hotel leadership. 

KEY AREAS OF RESPONSIBILITY 

Accounts Payable 

• Invoice review, coding and processing 
• Purchase order and receiving document matching 
• Vendor statement reconciliation 
• Vendor discrepancy resolution 
• Credit and payment research 
• AP documentation and record retention 
• Month-end accounting support 

Receiving 

• Delivery inspection and verification 
• Purchase order and packing-slip reconciliation 
• Quality and quantity verification 
• Damaged or missing merchandise reporting 
• Proper distribution and storage of received goods 
• Vendor return and credit documentation 
• Receiving-area organization and control 

Inventory Control 

• Food and beverage inventory 
• Linen and operating supply inventory 
• Physical inventory participation 
• Inventory reconciliation and variance reporting 
• Departmental inventory-control support 

Requirements

PHYSICAL REQUIREMENTS 

• Must be able to stand, walk, bend, stoop, kneel, crouch, reach, push, pull and lift throughout the workday. 
• Must be able to regularly lift and/or move items weighing up to 25 pounds and occasionally lift and/or move items weighing up to 50 pounds, with assistance when appropriate. 
• Must be able to push and pull carts, pallets, supplies and other receiving-related materials as required. 
• Must be able to use hands and fingers to handle, grasp, operate office equipment and perform receiving and inventory-related tasks. 
• Must be able to work for extended periods while standing, walking or seated, depending on operational needs. 
• Must be able to safely navigate receiving areas, storage rooms, loading areas, kitchens, offices and other hotel workspaces. 
• Must be able to perform the essential functions of the position with or without reasonable accommodation.