Accounts Receivable

Reports to: Assistant Director of Finance 

No. of employees supervised: none 

Description of the role 

The Accounts Payable Clerk maintains 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. This position ensures that all vendors are paid according to the agreed terms and to Four Seasons policies and procedures. 

Responsibilities 

Maintain alphabetical and updated files by vendor containing complete invoices and backup attached to the cheques for efficient access after payment.   

Ensure all payments are made correctly and with the correct authorization (approved PO), evidence of receipt, invoice or delivery slip and Accounts Payable stamp. 

Complete wire authorization forms for wire transfer and ensure all applicable backup supports the transfer. 

Ensure all standing orders for electronic disbursements are approved in accordance with the normal payment procedures and signed by the cheque signatories and maintain a list of all standing orders for electronic disbursements according to Four Seasons policies. 

Verify and process Expense Reports and Petty Cash reimbursements ensuring compliance with key controls. 

Forward all stop payment and void cheques to the Staff Accountant / Assistant Director of Finance for journalizing.  Reconcile vendor statements as they are received following company guidelines. 

Run the required reports at month end to close the Accounts Payable cycle. 

Ensure all goods received and services provided, but not yet invoiced, are properly accrued and expensed and that the outstanding liabilities for other accruals are accurate and agree to all supporting documentation. 

Prepare journal entry for accrual of invoices received after closing and for goods and services received, but not yet invoiced. 

Scan, file and organize all files according to company procedures. 

Perform any additional duties as assigned by the Director of Finance or Assistant Director of Finance and assist in other areas of the accounting office as needed. 

Comply with all company policies and procedures and bring to the attention of Assistant Director of Finance any discrepancy. Maintain the strictest confidentiality and report any policies breach to the Assistant Director of Finance. 

Knowledge and skills