Accounts Payable Supervisor

Job description / Role

As the role of Accounts Payable is to define the scope, duties, and responsible to Maintain a system of purchase orders, receipts, invoices and cheque requests in order to promptly and adequately support, document and process for payment all hotel payables according to the Company’s policies and procedures.

Hotel Overview:
Located on the east coast of the United Arab Emirates with sweeping views of the Gulf known for its natural beauty set against the backdrop of the historic Hajar Mountains. The hotel consists of 180 rooms and residences, along with a marina and beach club.

Summary of Responsibilities:
- Reporting to the Chief Accountants, responsibilities and essential job functions include but are not limited to the following:
- Ensuring proper documentation and approvals are obtained for all hotel invoices.
- Inputting approved invoices accurately into the accounts payable system for payment.
- Ensuring proper and timely payment of vendor invoices according to vendor terms and hotel’s cash availability.
- Reconciling vendor statements regularly to ensure that all liabilities have been recorded.
- Must be willing to work a flexible schedule in order to accomplish all major responsibilities and tasks.
- Must have a commitment to follow all local and corporate policies and procedures as they relate to Night Audit.
- Must work in a safe, prudent, and organized manner.
- Verify that all invoices are supported by duly approved purchase orders when required, signed receiving documentation and/or the approval of authorized management personnel.
- Code invoices to the appropriate general ledger account, and record the vendor number.
- Verify invoices to check the unit of issue, unit price, quantity, extension, and applicable federal, provincial, and state taxes against the hotel purchase order and receiving advice.
- Maintain an approved up-to-date vendor/supplier database on the accounts payable system.
- Verify invoices to check the unit of issue, unit price, quantity, extension, and applicable federal, provincial, and state taxes against the hotel purchase order and receiving advice.
- Obtain approval for invoices from the appropriate department head prior to processing the invoices on the accounts payable system.
- Print and submit cheques with supporting documentation to the Director of Finance and the General Manager for their signatures.
- Maintain current files (manual or electronic) for 1) approved purchases orders, 2) approved orders received that have not yet been invoiced, and 3) approved orders received that have approved invoices, but that are still waiting for the check to be produced.
- Maintain a close working relationship and communicate with the purchasing/receiving staff.
- Reconcile vendor statements monthly in order to ensure that the account is kept current.
- Maintain alphabetical files by vendor containing complete invoices and backup attached to the cheques for efficient access after payment. All filing is to be kept current.
- Process all Accounts Payable invoices and manual cheques through the computer system.
- Forward all stop payment void cheques to the Chief Accoutant for journalizing.
- Check vendor statements as they are received and resolve all discrepancies directly with the vendor.
- Prepare manual cheques as they required if directed by Director of Finance or Chief Accountant.
- Run the required reports at month end close the Accounts Payable cycle.
- Prepare journal entry for accrual of invoices received after closing and for goods and service received, but not yet invoiced.
- Maintain, and constantly update, an approved vendor listing file. The Chief Accoutant must approve updates for a cheque and balance.
- Conduct self in a professional manner at all times to reflect the high standards of Fairmont Hotels & Resorts.
- Perform any additional duties as assigned by depart

Requirements

Qualifications:
- Excellent written and verbal skills. Fluent in English.
- Familiarity with Financials System, Lanmark, Fidelio, Reporting System, Micros POS and Excel an asset
- Must be willing to work a flexible schedule in order to accomplish all major responsibilities and tasks.
- Must have a commitment to follow all local and corporate policies and procedures as they relate to the position.
- Physical Aspects of Position (include but are not limited to):
- Frequent sitting throughout shift
- Occasional lifting and carrying up to 20 lbs
- Occasional kneeling, pushing, pulling, lifting
- Occasional ascending or descending ladders, stairs and ramps

Visa Requirements: Please note that you must be eligible to live and work in the United Arab Emirates. We will assist successful applicants with the visa process and provide flights and accommodation

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About Fairmont Hotels & Resorts

At Fairmont Hotels & Resort we offer our guests the finest hospitality experience in each of our destinations. And we know that, to offer our guests the best, we first need to offer our employees the best. That's why you'll find exceptional work opportunities - throughout North America and the Caribbean, Europe and Africa, the Middle East and Asia Pacific - as well as industry - leading training, career development, recognition and rewards. Fairmont Hotels & Resorts is a celebrated collection of hotels that includes landmark locations like London's The Savoy, New York's The Plaza, and Shanghai's Fairmont Peace Hotel. Our teams are guided by values of Respect, Integrity, Teamwork and Empowerment; we employ the highest ethical and quality standards, treating all colleagues with fairness and dignity. A community and environmental leader, Fairmont is also regarded for its responsible tourism practices and award - winning Green Partnership program. An exciting future awaits!

About the Company

We are thrilled to embark on an exciting new chapter as Fairmont Hotels & Resorts, and our unrivaled collection of iconic hotels including Fairmont San Francisco, Fairmont The Norfolk, Nairobi, Fairmont Banff Springs, London's The Savoy and the Fairmont Peace Hotel in Shanghai, join AccorHotels Group, one of the world's largest global hotel companies. Together, as a global community of hospitality leaders, we remain committed to cultivating a culture in which our colleagues are encouraged to realize their full potential through rewarding experiences and development opportunities. This exciting growth translates into opportunities, not just to better meet the needs of our guests, but opportunities for you to grow your career within our incredible brands around the world!

With our distinctive hotels around the world - and more in development - our global hospitality brand is renowned for its warm, engaging service and unique, culturally rich experiences. Located in some of the world's most unforgettable destinations, Fairmont's unrivalled collection reflects a sense of heritage, sophistication, and social importance. We are also committed to responsible tourism and are an industry leader in sustainable hotel management with our award-winning Green Partnership Program.

We have a 100 year tradition of delivering excellent service in some of the most iconic properties in the world. Our focus on service begins with selecting talented individuals who embody our Brand Promise: Turning moments into memories for our guests