Accounts Payable

Full-Time

General Description 

The accounts payable staff is responsible for processing and distributing weekly payments to vendors for Avenue of the Arts Costa Mesa, a Tribute Portfolio Hotel. The position requires effective communication with vendors and operations staff to maintain an effective payables department producing payments on time. Reporting and other requirements are outlined in the section below but not limited to the below:

WORK REQUIREMENTS:

• Follow established procedures for processing and posting payments.
• Check vendor pack lists vs. Purchase Orders and vendor invoice.
• Prepare weekly accounts payable check run including any needed Capital check items by Thursday of each week.
• Prepare and distribute payments to vendors on a daily/weekly basis.
• Review all accounts payable aging on a weekly basis with Controller.
• Process invoices in a timely manner to avoid credit holds and late fee.
• Organize files for all Accounts Payables duties.
• Must maintain a well-organized and clean work environment conducive to being efficient and effective in your duties.
• Maintain up-to-date payables system with follow up and allocation of payments by communicating with customers via phone, email and mail.
• Maintain Vendor Contract Binder.
• Maintain Warranty Binder.
• Maintain Vendor / Contractor Insurance and W9 binder.
• Maintain Critical Date Log.
• Weekly meetings with managers regarding PO's, inspection reports, capital projects and other related issues.
• Interacting with other departments, vendors and management in a pleasant professional manner.
• Perform all other duties assigned by the Controller and the Management staff of the Hotel.

COMMUNICATION REQUIRMENTS:

• Able to communicate effectively in English, both verbally and in writing.
• Must establish and maintain effective working relationships.

PHYSICAL REQUIREMENTS:

• • Must be able to workdays, nights and weekends.
• Must be able to sit for long periods of time.
• • Must be able to walk, bend and stoop throughout day Frequently use hands for keyboard and arms to reach.

EDUCATION REQUIREMENTS:

• 1 year of experience in Accounts Payable and related accounting field.
• Basic knowledge of generally accepted accounting principle.