JOB SUMMARY
The Accounts Payable Trainee supports the Finance Department in day to day payables operations to ensure that vendor invoices are processed accurately, on time, and in line with hotel policies, taking advantage of eligible discounts and maintaining complete, auditable records. The role provides hands on learning across invoice matching, data entry to the accounting system, document control, reconciliations, and payment preparation, while upholding the hotel’s service culture and confidentiality standards.
CORE WORK ACTIVITIES
Invoice Intake, Matching & Coding
• Check basic invoice details (supplier name, tax/VAT information, invoice date/number, currency, amounts, PO number) and flag discrepancies to the AP team.
• Support daily recording of invoices and inter departmental transfers (e.g., food, general) as instructed.
• Assist with collecting supplier documentation for processing, matching invoices and delivery notes to authorized purchase orders and goods receipt records.
• Help post credit notes correctly to ensure supplier statement reconciliation.
System Entry & Document Control
• Stamp “PAID” on invoices post payment and update check/transfer references and the cheque issue log (if applicable).
• Maintain an effective filing system: unpaid invoices by supplier code; paid invoices by month, retaining records for audit and tax purposes per policy.
• Enter approved invoice data into the hotel’s accounting system (e.g., SUN/system in use) under supervision; ensure correct expense coding, tax codes, and due dates.
Payments & Remittances Support
• Assist in preparing payment runs per schedule (weekly/monthly), including compiling the remittance advice package for review and approvals.
• Print payment listings and verify inclusion of all due and approved invoices; help ensure invoices posted are paid in the following month per AP cycle.
• Help follow up open items with suppliers (e.g., missing invoices, credit notes) in a professional and courteous manner.
Reconciliations & Month End Support
• Assist in supplier statement reconciliations and follow up on discrepancies with vendors and internal departments.
• Help prepare designated account reconciliations under guidance from the AP Section Head.
• Support month end close activities: preparing basic AP aging extracts, compiling supporting documents, and assisting with journal entries as directed.
Tax & Compliance (Foundational Exposure)
• Follow hotel policies and procedures, protect company assets and information, and maintain confidentiality of proprietary materials.
• Assist with input VAT/tax data preparation and filing support as trained; ensure invoice tax details align with statutory requirements.
Vendor & Internal Stakeholder Communication
• Coordinate with Purchasing, Receiving, and User Departments to resolve invoice/PO/GR mismatches and to validate services completed.
• Respond to reasonable supplier requests (e.g., payment status, remittance details) politely and promptly; escalate issues appropriately.
Safety, Grooming & Professional Conduct
• Perform other reasonable duties as requested by supervisors or hotel management.
• Ensure uniform and personal appearance are clean, hygienic, and professional; demonstrate the hotel’s service culture at all times.
• Adhere to workplace health & safety standards and complete required safety training.
