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Accounts Payable Clerk

3 months ago

Cape Town, Western Cape, South Africa PULLMAN Full time

Company Description
We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality.

We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor's limitless possibilities.

By joining Accor, every chapter of your story is yours to write and together we can imagine tomorrow's hospitality. Discover the life that awaits you at Accor, visit

Job Description Scope of Position**:

To be responsible for the accurate, proper recording and management of all Creditors for the Hotel.

Specific Responsibilities:

  • Verify invoices for accuracy and authorizations. Make sure the approved purchase orders are attached and the invoices signed off by the relevant department head. Any concern on an invoice should be immediately brought to the attention of the Financial Controller.
  • Ensure vendor information is up to date in A/P module.
  • Ensure invoices processed in the A/P ledger are coded with appropriate supplier and general ledger account codes.
  • In the case where there is an interface between the inventory system and the A/P ledger, ensure completeness and accuracy between all invoices received and the system data before importing into the General Ledger.
  • Processed invoices need to be held in a file, in alphabetical order, for easy access when preparing payments.
  • Responsible for the proper accounting of the Goods and Services Tax in the A/P Ledger.
  • Appropriate control measures are taken to avoid any duplicate accounting or payment of invoices.
  • Prepare payment runs, strictly following vendor payment terms.
  • The detailed payment run report from the accounting system is formally reconciled with the approved invoices and their purchase orders and submitted to bank signatories for supervision before authorizing the payment run.
  • Reconcile suppliers' statement of account and followup for any missing invoices.
  • Overseas payments are coordinated with the bank or available online facilities (ie: NEDBANK Global).
  • Ensure all paid invoices are securely filed away (preferably by batch payment date). System generated remittance advices are attached to the paid invoices.
  • At month end, carry out a reconciliation between inventory system ledger and Accounts Payable ledger to ensure the 2 ledgers agree.
  • Prepare accruals journal to cover all outstanding purchase orders and goods or services received without an invoice, reoccurring expenses.
  • Regularly monitor the A/P ageing report and followup on any credit notes/ missing invoices.
  • Carry out any other reasonable duties as assigned.
  • Respond to change in the Departmental Function as dictated by the Hotel.

Month End:

  • Ensure all Creditors statements received on monthend and reconciled against AP Age.
  • Ensure that all Month End reports are printed and forwarded to the Financial Controller to prepare the balance sheet reconciliation.

Other:

  • Carry out any other reasonable duties as assigned.
  • Respond to change in the Departmental Function as dictated by the Hotel.

Health & Safety

  • Notify your Manager of any reason you may not be capable of performing your tasks safely.
  • Participate in workplace consultation on matters pertaining to Workplace Health and Safety, as per the hotels agreed arrangements.
  • Comply with safe work practices by following Accor Health, Safety and Environment policies, including the use of safe manual handling techniques, safe use of hazardous chemicals and machinery, working at heights procedures, using protective clothing and safety equipment where available and necessary, maintaining a clean, tidy work environment, and any other safety practice promoted and required by the Hotel.
  • Ensure all equipment is kept in good working order and used only for the purpose for which it was intended.
  • Attend and actively participate in all H&S training required of you by the Hotel.
  • Report any health or safety hazards, incidents and injuries to your Manager/Supervisor or Manager on Duty as soon as possible. Hazards may include unsafe working conditions, equipment and machinery faults or damage, and other housekeeping or maintenance needs that may affect the safety or any person/s at the Hotel. Ensure that the appropriate documentation is completed correctly, such as the Injury / Incident Form.
  • Participate and contribute to the risk assessment process when requested by your Supervisor/Manager.
  • Work cohesively in conjunction with the hotel's rehabilitation program, as required.
  • Maintain standards of hygiene for food handling and presentation as prescribed by council / legislative regulations.
  • Be fully conversant with departmental fire and evacuation procedures.
  • Systems & Procedures
  • Log and inform your Manager of any system problems. Suggest any improvements that could be made to improve existing systems and procedures.
  • Follow policies