AH 407684 - Accounts Payable and Cashiering Controller (Hospitality Experienced)

Employer Description

A 5* Boutique Hotel in Johannesburg Northern Suburbs.

Job Description

DEPARTMENT:                  Finance & Accounting

REPORTS TO:                   Financial Manager

WORKING HOURS:         08:00 to 17:00 Monday to Friday, and overtime after 17:00 and on Saturdays, when required

START DATE:                      Must be able to start on the latest 28 Oct 2022

PRIMARY RESPONSIBILITIES:

• Must ensure that all suppliers of goods, services and utilities are paid on time within the negotiated terms.
• Must ensure that all supplier data is up to date on Pastel Partner (accounting software) by 14:00 every Friday.
• Latest & updated AP age analysis and creditors reconciliations must be handed to Financial Manager on Friday afternoons at 14:00 to include in preparation of weekly cash flow forecasts.
• On the following Monday afternoons and Thursday afternoons payments to suppliers are prepared by the Financial Manager, based on the updated supplier reconciliations and AP age analyses that the APCC provides on Fridays.
• The APCC must review, reconcile, and initiate the payment of bills and suppliers of the hotel and spa in a timely fashion.
• The APCC must perform accounting procedures relating to all purchasing, cost of sales and cashbooks.
• The APCC must ensure that all suppliers receive remittances of payments made to them.
• Responsible for bookkeeping and control of the cash cycle of the hotel and spa.
• Reconciliations of cash and credit card payments received with night audit packs, and reports from Micros and Opera.
• The scope of work will apply to two companies, namely Fairlawns Boutique Hotel and Francina Exports (Spa At Fairlawns).

TASKS AND MAIN DUTIES:

1. Accounts Payables Operations

• Compare purchase orders to invoices and distribute to proper Department Head for approval.
• Audit supplier/vendor invoices for errors and for compliance to SARS requirements – communicate with suppliers to correct where necessary.
• Attach purchase orders/quotes to invoices and delivery documents for proper filing.
• Ensure all invoices and credit notes on supplier statements were in fact received and captured accordingly.
• Compile expense reports on a regular basis, including for Housekeeping, Front Office, Banqueting and Maintenance departments.
• Initiate payment requests (or payment vouchers) to General Accountant/Financial Manager at least 48 hours prior to when payment of a supplier is required.  {Cognizant that EFT/online payments are only done on certain days twice per week, and no supplier payments to be made during payroll week}.
• Payments due must be summarized properly on a weekly basis (with supporting creditors reconciliations) for approval by
• PDF splitting of online payment batches final audit reports into separate proof of payment (POP) files for each payment [open each audit report for the day, go to Print > Current Page > Print to PDF > save that specific POP page under the applicable supplier in Finance Admin shared folder]
• Ensure that all proofs of payment (POP’s) are emailed to all suppliers.
• Invoices must be stamped “paid” once payment reports are received or seen on shared drive.
• Address & respond to supplier/vendor inquiries.
• Ensure that all goods delivered at the hotel are properly received and checked against orders, quotes and/or delivery notes.
• Maintains unpaid/pending payment invoice files.
• Maintain clear and organized records to ensure all reports (e.g. creditors recons) and invoices, credit notes and statements are filed and stored properly.
• Maintain and update a proper library of trade/credit agreements signed with all suppliers of goods/services.

2. Accounts Payables Accounting

• Perform all data entry associated with accounts payables.
• Capturing and posting of invoices and credit notes on Pastel Partner (stamp invoices/credit notes as “captured”).
• Classifying expenses on invoices into the correct general ledger allocation lines & debiting those correct general ledger lines.
• Applying the charts of accounts correctly in the hotel and spa accounting on Pastel Partner.
• Classifying VAT, exempt and zero-rated purchases correctly on Pastel Partner (apply VAT rules as per chapter 6, 7 & 8 of SARS VAT 404 Guide and other tax guides).
• Maintain the accounting general ledgers for expense lines by verifying and posting transactions correctly.
• Always allocate an appropriate project from a pre-defined project list to every item that is captured from invoices in suppliers ledgers and in cashbooks.  These project codes are used to run expense reports for specific departments or different areas of the business.
• Capturing payments made to suppliers correctly on Pastel Partner, as per payment reports received.
• Allocating payments made to suppliers to correct invoices in their creditors ledgers on Pastel Partner.
• Weekly/monthly reconciling of Pastel Partner to all supplier accounts on MyInventory.
• Completing a creditors reconciliation report with every payment request (and at least twice a month for every supplier).
• A creditors reconciliation report must:
  • Show the balance of the last supplier statement received.
  • Show the balance as per Pastel Partner on the same date as above-mentioned supplier statement.
  • Address and explain differences between statements from suppliers/vendor and balances on Pastel Partner (e.g. where a supplier must still account for payments made or where hotel/spa must still receive certain invoices/credit notes that are already appearing on supplier statements).
  • List all supplier/vendor invoices that must still be paid by the hotel or spa (per date and amount of each invoice).
• Request missing invoices and credit notes from suppliers and continuously follow up.
• Compile and send an updated Accounts Payables report (per ageing) to the Financial Manager by 14:00 every Friday.
• Reconcile folios charges to guests on Opera to invoices from various guest services third party suppliers, e.g. guest transport, outside catering, child-minding, etc.

3. Petty Cash

• Disburses petty cash for the hotel purchases, where necessary, by recording disbursements and verifying supporting documentation and change given.
• Monthly reconciling and posting on Pastel Partner of all petty cash expenses.
• Correct classifying of petty cash expenses into legitimate general ledger allocation lines and debiting those correct general ledger lines.
• Maintaining & updating all data on cash-related cashbooks on Pastel Partner.
• Daily/weekly cash counting & banking procedures together with a witness.
• Update the cashbook as applicable with cash received (in) and banked (out).

4. Cashiering Control

• Responsible for the accounting of the cash cycles in the hotel.
• Responsible for balancing Opera folios (Opera financial reports) with credit card batch reports & night audit packs.
• Checking that guests were charged correctly in terms of rates/pricing and that Micros charges were completely transferred to Opera.
• Responsible to balance Opera folios (Opera financial reports) to various payment modes, i.e. cash dropped, credit card types, AR (where legitimate) and bank direct deposits.
• Report any short payments by guests and errors/non-compliance by staff to the relevant manager with a weekly/daily non-compliance (internal audit) report.
• Balance front office cashier summaries to physical cash dropped daily, and report to Resident Manager on variances.
• Do spot checks on front office floats.
• Daily/weekly cash counting & banking procedures together with a witness (hotel and spa).
• Update the cashbooks as applicable daily cash movements.
• Obtain reasons and resolutions for all balances that appear on PM accounts on Opera.

5. Corporate Cards

• Monthly reconciling and posting on Pastel Partner of all company corporate cards.
• Classifying expenses on invoices/receipts into the correct general ledger allocation lines & debiting those correct general ledger lines.
• Audit and neatly organize supporting slips/receipts/invoices for every expense on the corporate card statements.
• Follow up with relevant managers/staff on missing supporting slips/receipts/invoices for expenses appearing on corporate card statements.
• Maintain & update all data on cashbooks in Pastel Partner pertaining to corporate debit/credit cards.

6. Bank Reconciliations Preparations in Cashbooks

• Assist with capturing and allocating of the debit side (including bank charges and credit card commissions) of bank statements on cashbooks in Pastel Partner.
• Assist with capturing of certain inter-company transactions from bank statements onto cashbooks in Pastel Partner.

7. Trading Summaries

• Participate in beverage main store or dry food store mid-month and month-end stock takes when necessary.
• Assist with operating equipment stock takes, when necessary.
• Assist Cost & Procurement Controller with completion and finalization of trading summaries of inventory and cost of sales.
• Verify the correctness of in-house account reports from Micros and Opera for the purposes of correct credit entries on inventory trading summaries.
• Obtain and check all necessary source documents for the purpose of completing month-end journals that pertain to the trading summary for inventory and cost of sales.

8. General

• Certain procurement clerical duties as prescribed, e.g. office stationery, name badges and other office consumables.
• Protect the organization’s information and keep it confidential.
• Prepare all appropriate period closing reports and journal entries.
• Stand in for certain duties of Cost & Procurement Controller when she/he is on leave.
• Perform any other duties as assigned by management.
• Show initiative, self-discipline, and self-management to operate in a structured and organized manner with minimal daily supervision.

Qualifications

A formal accounting qualification is necessary, e.g. diploma or bachelor''s degree with accounting

Skills

Previous experience on Pastel Partner or another Sage accounting program would be beneficial. Previous experience with Accounts Payable reconciliations, Inventory procedures and Cashbooks is necessary. Previous and thorough experience with Opera PMS is a must. Previous experience with Micros would be beneficial. Passed at second year level (or equivalent, such as an Accounting Technician qualification). Hotel experience is a must. Short-listed candidates will be tested on reconciliation & basic accounting skills.

Benefits

Negotiable