AP Specialist

Join a leading hospitality group as a key member of the finance team. Primary duties include the efficient and accurate processing of Accounts Payable, Expense Payables, and other related AP tasks. In addition to these responsibilities, they provide administrative support to our accounting department, ensuring a cohesive flow between departments and locations. As a valued team member, the Accounting Specialist contributes to the overall success and efficiency of the finance team, playing an integral role in the company's financial health and operation.

JOB DUTIES & RESPONSIBILITIES

ACCOUNTS PAYABLE

• Before processing any invoices, ensure that documentation, authorizations, and approvals are complete.

• Have a thorough understanding of the chart of accounts, its purpose, and the ability to use it for coding invoices and products.

• Investigate and resolve vendor issues related to payments, discrepancies, shortages, and credit memos.

• Accurately input invoices and expenses into the accounting system.

• Review vendor statements, obtain any missing invoices, and establish an approval process.

• Verify Beer, Wine, and Liquor EFT transactions from Fintech to the accounting software.

• Review Healthcare invoices and organize them by location.

• Maintain vendor relationships and communicate effectively when necessary.

• Process check runs on a weekly and biweekly basis.

• File and organize all accounts payable and accounts receivable documentation.

• Complete and process credit applications with new vendors for all locations.

• Analyze and present numerical data accurately and in a clear, understandable manner.

PURCHASING

• Collaborate with our locations and management teams to conduct comprehensive research on equipment, supplies, and service acquisitions before purchasing.

• Collect data on pricing, terms, and delivery conditions.

• Offer insights and recommendations for the vendor selection process, aiming to identify the most cost-effective solutions that align with our needs and requirements.

• Maintain clear communication channels with locations regarding cash-on-delivery arrangements.

• Participate in structuring payment processes and establishing payment terms.

• Oversee the management of credit card transactions, electronic fund transfers, and checks.

• Demonstrate proficiency in problem identification and resolution.

• Exhibit meticulous attention to detail and accuracy in all tasks.

• Possess exceptional interpersonal communication skills, adeptness in business writing, and a strong grasp of grammar.

• Demonstrate time management abilities to prioritize and complete tasks within set deadlines.

• Ensure timely follow-up and communication with relevant departments.

• Capable of analyzing and presenting numerical data accurately and comprehensively.

GENERAL ACCOUNTING

• Audit healthcare invoices against employee deductions in payroll system prior to paying insurance invoices.

• Process employee reimbursements. Assist with annual budget preparation.

• Handle accounting projects on a per case basis.  Assist with month-end and year-end closes.

ADDITIONAL EXPECTATIONS

• Demonstrate organizational skills, attention to detail, multitasking abilities, and excellent communication skills

• Exhibit a sense of urgency, proactively recognizing and addressing needs

• Operate with integrity, maintaining accountability for oneself and team members

• Uphold consistency and professionalism in all endeavors

• Foster open communication by seeking clarification or assistance when necessary

• Embrace a positive and proactive approach, displaying a productive mindset and a collaborative spirit

• Attendance at meetings as required