Account Payable - Fairmont The Red Sea

Raffles & Fairmont the Red Sea, positioned in the kingdom's groundbreaking Red Sea Project, will provide visitors access to a nature-focused resort. with 361 room, eleven distinct dining concepts, including overwater restaurant with views of the Red Sea and the mangroves, and a Spa. The resort will be situated next to an 18-hole championship golf course, reflecting Fairmont's association as a world class golf destination. it will set new standards in sustainable development, positioned on 200km of untouched coastline, an archipelago of more than 90 unspoiled island, dormant volcanoes, rich marine habitat, and ancient archaeological sites.

THE POSITION

Maintain a system of purchase orders, receipts, invoices and cheque requests in order to promptly and adequately support, document and process for payment all hotel payables according to the company’s policies and procedures.

To ensure payments are made in a timely and accurate manner; all relevant records are completed and accurately posted; accurate aging of all accounts which are reconciled to the General Ledger control account.  

KEY ROLES & RESPONSIBILITIES

•    Verify that all invoices are supported by duly approved purchase orders when applicable, signed receiving documentation and/or the approval of authorized management personnel. 

•    Ensure invoices have relevant documents such as PO, AFE, Contract etc

•    Verify the invoices to check the unit of issue. Unit price, quantity, extension against the hotel purchase order and receiving advice.

•    Code invoices to the appropriate general ledger account and submit to Chief Accountant for verification.

•    Obtain approval for invoices from the appropriate department prior to processing the invoice on the accounts payable system.

•    Ensure invoices without relevant supporting documents are approved by respective Department Heads or Division Heads

•    Ensure invoices are correctly posted into system either manually or through the FMC upload file.

•    Maintain approved up-to-date vendor/supplier database on the accounts payable system.

•    Print & submit cheques with all supporting documents to the Director of Finance & General Manager for their signatures. 

•    Prepare manual cheques as they are required if directed by the Director of Finance or Assistant Financial Controller.

•    Maintain a close working relationship with the purchasing, receiving and cost control staff.

•    Reconcile main vendor statements monthly in order to ensure that the account is kept current.

•    Check vendor statements as they are received and resolve all discrepancies directly with the vendor.

•    Maintain alphabetical files by vendor containing complete invoices and back up attached to the cheques for efficient access after payment. All filing is to be kept current.

•    Ensure all expenses for the month are posted 

•    Prepare list and back-up for accruals (invoices received after closing and goods and services received but not yet invoiced).

•    Run the required reports at month end and ensure that the aging is balancing with the GL.

 

PERSONAL ATTRIBUTES

•    Must be willing to work a flexible schedule in order to accomplish all major responsibilities and tasks.

•    Must have commitment to follow all local and corporate policies and procedures.

•    Pleasant personality

•    Neat appearance

•    Oral and written fluency in English

•    Display initiative

•    Team player

•    Customer/people oriented

QUALIFICATIONS

•    Diploma holder would be preferred.

•    Knowledge of Microsoft Office mainly EXCEL & WORD.

•    Knowledge of any accounting system will be an advantage.

EXPERIENCE

•    Minimum of 2-3 years experience in accounting with at least 1 year in A/P in a Hotel.

• Understanding of Ultra-Luxury guest expectations and brand alignment.
• experience in project coordination, scheduling, and document control during pre-Opening stages.
• Experience in pre-Opening is a must.
• A proactive, anticipatory approach with a strong sense of ownership and accountability.
• Impeccable grooming and personal presentation aligned with Luxury standards.