Accounts Payable Specialist

Job Description

The Accounts Payable Specialist plays a critical role in maintaining the integrity of the hotel's procure-to-pay process by ensuring accurate invoice processing, vendor management, strong internal controls, and timely financial reporting. This position serves as a key liaison between departments and vendors, providing operational support, proactive follow-up, and oversight of accounts payable activities while ensuring compliance with company policies and audit requirements. The role also supports month-end closing activities, including inventory counts, reconciliations, and financial analysis.  

 

Key Responsibilities 

• Manage the Accounts Payable process, including purchase order review, receiving verification, invoice processing, approval tracking, vendor maintenance, and preparation of payment runs for authorized review and approval.  

• Perform accurate three-way matching of purchase orders, receiving documents, and vendor invoices within BirchStreet Systems.  

• Maintain strong internal controls by ensuring proper authorization, supporting documentation, and compliance with company policies and procedures.  

• Prepare, update, and maintain vendor master records within BirchStreet Systems, ensuring vendor information is accurate, complete, supported by required documentation, and routed for appropriate approval in accordance with established internal controls.  

• Coordinate vendor onboarding activities, including the collection, review, and maintenance of required documentation such as W-9 forms, banking information, and compliance records, while ensuring all vendor setups receive appropriate authorization prior to activation.  

• Proactively monitor and follow through on outstanding invoices, approvals, discrepancies, vendor inquiries, and payment-related issues, collaborating with department managers, procurement teams, receiving personnel, and vendors to ensure timely resolution and prevent delays in processing.  

• Investigate and resolve pricing, quantity, receiving, and invoice discrepancies in a timely manner while maintaining detailed audit trails.  

• Prepare payment runs, supporting documentation, and payment files for ACH, check, wire transfer, and virtual card programs, ensuring completeness and accuracy prior to authorized review and approval in accordance with established payment controls.  

• Reconcile vendor statements, accounts payable balances, and aging reports, ensuring all outstanding items are researched and resolved.  

• Provide ongoing support to hotel operations departments by assisting with purchasing, receiving, invoice inquiries, vendor-related issues, and process improvements. 

• Prepare month-end accounts payable reconciliations, accruals, reports, and supporting schedules for management review.  

• Participate in monthly inventory counts and perform inventory reconciliations for Food & Beverage, operating supplies, and other hotel inventories. Investigate variances, prepare supporting analysis, and assist management in ensuring accurate inventory reporting and financial results.  

• Assist with internal and external audits by providing requested documentation and demonstrating compliance with established controls and procedures.  

• Identify opportunities to improve AP workflows, strengthen internal controls, increase efficiency, and support operational excellence.  

• Maintain organized records and documentation to support audit readiness and compliance requirements.  

Qualifications

• 2-4 years of Accounts Payable experience in hotel, hospitality, or high-volume operational environments.  

• Hands-on experience with BirchStreet Systems or similar procure-to-pay platforms.  

• Strong understanding of accounts payable processes, three-way matching, vendor management, and internal controls.  

• Experience maintaining vendor master files, critical date list and supporting vendor onboarding activities.  

• Knowledge of month-end close procedures, account reconciliations, and inventory processes.  

• Advanced Microsoft Excel and ERP system proficiency.  

• Strong analytical, organizational, follow-up, and problem-solving skills.  

• Excellent communication skills with the ability to work effectively across multiple departments and with external vendors.  

Preferred Skills 

• Hotel and hospitality accounting experience.  

• BirchStreet Systems proficiency.  

• Vendor master maintenance and vendor relationship management.  

• Internal controls compliance and audit support.  

• Inventory count participation and reconciliation experience.  

• High-volume invoice processing.  

• Month-end close and financial reporting support.  

• Process improvement and operational support experience.  

Core Competencies

• Accounts Payable Administration 

• Internal Controls & Compliance 

• Vendor Management 

• Follow-Up & Issue Resolution 

• Cross-Functional Collaboration 

• Inventory Reconciliation 

• Reconciliation & Analysis 

• Attention to Detail 

• Organization & Accountability 

• Financial Reporting Support 

• Customer Service & Communication 

• Process Improvement & Operational Support 

Additional Information

Visa Requirements: Successful candidates must be legally eligible to work in the United States.

Our commitment to Diversity & Inclusion:
We are an inclusive company and our ambition is to attract, recruit and promote diverse talent.

What’s in it for You?

• Competitive Total Compensation Package: Overtime eligible, Department incentive programs

• Generous Paid Time Off: Enjoy a healthy work-life balance with our paid time off policy.

• Comprehensive Health Coverage: Access Medical, Dental, and Vision Insurance to keep you and your family healthy.

• 401K Plan: Secure your future with our competitive 401K retirement savings plan.

• Complimentary Shift Meal: Savor delicious meals on us during your shifts!

• Exclusive Employee Benefit Card: Unlock discounted room rates at Accor hotels worldwide, making travel more affordable.

• Professional Development: Enhance your skills with learning programs through our Academy, tailored for your growth.

• Make a Positive Impact: Get involved in our Corporate Social Responsibility initiatives, like Planet 21, and contribute to meaningful change.

• Career Advancement Opportunities: Take your career to new heights with opportunities for national and international promotions