Finance Executive AP

Financial Returns

• Collate suppliers’ documentation for processing.

• Ensure all invoices have the appropriate documentation attached and approvals prior to processing. Check and match invoices and delivery order with purchase order or purchase requisition.

• Process all invoices and suppliers statement of accounts. 

• Record and process payments of goods and services.

• Maintain a filing system for accounts payable records.

• Check arithmetic accuracy of invoices and assign general ledger codes as per chart of accounts.

• Assist in reconciling the weekly purchase log.

• Ensure invoices are approved by the Head of Department / Executive Committee before payment is processed.

• Prepare the payment for approval on a weekly basis or in a timely manner. Prepare payment through online banking payment and Telegraphic Transfer. 

• Ensuring all expense and travel claims submitted are in order with all the necessary supporting documents before submitting for final approval.

• Liaising with vendors on payment issues and disputes.

• Assist in preparing the accruals journal at month end for regular suppliers and delivery dockets not paid.

• Assist in preparing the payment of travel agent commissions and ensure all supporting documents are in place.

• Assist to post journal for month-end closing.

• Prepare and distribute monthly/weekly costing report of food and beverage as directed. 

• Assist the Assistant Manager of Finance & Business Support to review and verify spoilage and breakage.

• Ensure all purchases are booked daily by the Receiving cum Store Officer after checking with the purchase orders (quantity, price, quality) and transferred them to the respective departments.

   

  People:

• Communicate and coach Finance team members to ensure Finance policies and procedures are adhered to.

• Interact with department and hotel staff in a professional and positive manner to foster good rapport, promote team spirit and ensure effective 2-way communication.

• Work better together with the other Finance team member, taking over the duties when he/she is not available. 

   

  Guest experience:

• Build and maintain positive relationships with all internal customers and suppliers to exceed their needs.

• Take action to address these needs to exceed their expectations.

• Carry out spot checks in Food receiving to ensure quality.

   

  Responsible business:

• Strict implementation of the Control Self-Assessment (CSA) and achieve a superior rating in CSA audit of accounts payable and cost audit category.

• Demonstrate Awareness of OH&S policies and procedures and ensure all procedures are conducted safely and within OH&S guidelines.

• Be aware of duty of care and adhere to occupational, health and safety legislation, policies, and procedures.

• Be familiar with property safety, first aid and fire and emergency procedures and operate equipment safely and sensibly.

• Initiate action to correct a hazardous situation and notify supervisors of potential dangers.

• Log security incidents and accidents in accordance with hotel requirements.

• Other tasks as assigned by the management.

• Ensure compliance to the IHG policies, procedures, and statutory requirement.

• Maintain accounting controls by preparing and recommending policies and procedures to improve the workflows in accounts department.

• Coordinate and administrate in Control Self-Assessment audit. 

• Reports directly to and communicates with the Assistant Manager of Finance & Business Support on all matters pertaining to accounting and financial controls. 

• Performs other duties as required.