Job Summary 

To ensure the completeness and accuracy of all trade payable posting and payments in a timely manner.  

Key Duties and Responsibilities 

• Ensure any queries on prices, extensions etc. are followed-up and cleared prior to final acceptance for payment  

• Ensure Invoices match the Purchase Order and/or other documentation including, where there is no PO, test-checking of pricing against Contracts etc 

• Check arithmetical accuracy, date and received stamp/approval on the invoices with LPO for all local supply goods or services received 

• Audit and post all food and beverage, general supply & inventory invoices 

• Review valid contract with their payment clause for direct invoices and post in the system  

• Ensure accuracy of chart of Accounts / coding with Assistant Manager, Finance 

• Review invoices with supporting document and upload in the system 

• Review and post all invoices with VAT Amount and to ensure having proper supporting documents for Non-Vatable invoices  

• Prepare petty cash reimbursement to Colleagues (if applicable) and upload in the system 

• Follow up any discrepancies with the Receiving/Procurement in writing 

• File all posted invoices by vendor to retrieve the same easily for next month’s payment run 

• Ensure payment runs are prepared in accordance with agreed credit terms, with all supporting documentation attached, and are checked and approved, prior to sending for signature by the approved signatories  

• Ensure reconciliations are completed between the Suppliers Statements and the Resort records monthly and that reconciling items are followed-up and cleared on a timely basis, with any items remaining outstanding for more than 30 days or which are of concern are brought to the attention of the Assistant Manager, Finance / Director, Finance  

• Ensure to sign off / approved vendors reconciliation before processing payment.  

• Follow up Statement of Accounts from the local suppliers regularly 

• Prepare reconciliation of suppliers on monthly basis before processing payment 

• Request missing invoices from the supplier as necessary 

• Ensure to stamp all paid invoices before sending the documents to the authorized signatories 

• Preparation of payment orders to process online payments 

• Monitor and update the employee meal cost based on actual number of meals (if applicable) 

• Monitor and update mobile cost, utility expense, canteen, and other reports on a monthly basis 

• Ensure all advance or progress payments are appropriately recorded and matched against subsequent payments and liaise with Procurement to prepare a monthly report of advance payments, reconciled between Procurement and Accounts Payable records  

• Ensure an Aging report is prepared monthly and explanations of all amounts outstanding for 60 days or more are explained to the Assistant Manager, Finance / Director, Finance  

• Ensure various systems and reports are maintained and highlighted for key performance indicators   

• Use initiative to query and follow through on unusual transactions and undertake other audit techniques to assist with verifying the completeness and accuracy of the payments  

• Bring to the immediate attention of the Management Accountant / Director of Finance (or more senior person) any matters which appear to represent a material non-compliance with contractual agreements, possible fraud or irregularity, violation of laws or regulations, or significant deficiencies in internal control  

• Ensure any required General Ledger postings are prepared on a timely basis  

• Assist as required with the month-end Accounts process to ensure the Accounts are prepared within the required timetable and are as accurate as possible  

• Assist as required with the annual Budget and ongoing Forecast processes.  

• Ensure all records are appropriately filed for ease of future reference, tidiness and for audit purposes, and utilize electronic storage as much as possible taking into consideration all relevant Government Regulation.  

• Liaise with other departments as appropriate to ensure the smooth running of the Resort operations, that there is complete communication flow and a positive working environment for the overall Resort   

• Ensure there is an emphasis on continuous improvement and the bottom line  

• Undertake any other tasks as reasonably assigned by Assistant Manager, Finance or Director, Finance   

Other responsibilities 

• Preparation the documents for archaization and saving 

• Following the Confidential Policy including but not limited to information at both Personal data and Payroll data 

• Participation in the developing other company projects if applicable