Accounts Payable Assistant

Job description

We invite you to join the world of luxury hospitality at Fairmont Southampton as our new Accounts Payable Assistant. The Accounts Payable Assistant reports to the Assistant Director, Finance & Business Support and is responsible for supporting the accurate and timely processing of the hotel's accounts payable functions. This includes receiving and verifying invoices, ensuring appropriate approvals and supporting documentation are obtained, processing supplier payments, maintaining accurate vendor records, and assisting with account reconciliations and month-end closing procedures. The Accounts Payable Assistant works closely with Purchasing, Receiving, department heads, and suppliers to ensure that the hotel's payment processes are efficient, accurate, and compliant with Accor and Fairmont standards. Key Responsibilities Accounts Payable Processing Receive, review, code, and process supplier invoices accurately and in a timely manner. Verify invoices against purchase orders, receiving records, contracts, and other supporting documentation. Ensure invoices have the appropriate departmental approvals prior to processing and payment. Accurately enter invoices into the hotel's accounting system, ensuring the correct general ledger account, department, and tax codes are applied. Maintain organized and complete records of invoices, payment documentation, and supplier correspondence. Process employee expense claims, check requests, and other approved payment documentation as required. Supplier & Internal Account Management Respond to supplier inquiries regarding invoices, account balances, payment status, and discrepancies in a professional and timely manner. Liaise with Purchasing, Receiving, and operational departments to resolve invoice and purchase order discrepancies. Maintain accurate supplier account information and assist with vendor statement reconciliations. Investigate and resolve duplicate invoices, incorrect charges, missing documentation, and other payment discrepancies. Develop and maintain positive working relationships with suppliers and internal stakeholders. Reconciliations & Payment Administration Reconcile supplier statements and accounts payable sub-ledgers on a regular basis. Review outstanding accounts payable balances and identify aged or unresolved items for follow-up. Assist with the preparation of payment runs in accordance with hotel policies and established payment schedules. Ensure all payment documentation is complete, accurate, and properly authorized before payment is released. Assist with the reconciliation of bank, credit card, and other financial accounts as assigned. Month-End & Financial Reporting Assist with month-end closing procedures, including identifying and recording accruals for goods and services received but not yet invoiced. Provide supporting schedules and documentation for month-end account reconciliations. Assist with accounts payable aging reports and other financial reports as required. Ensure outstanding invoices and accruals are reviewed and cleared in a timely manner. Support the Finance team during internal and external audits by providing accurate documentation and records. Internal Controls & Compliance Follow Accor, Fairmont, and hotel policies and procedures relating to accounts payable, purchasing, receiving, and financial controls. Ensure appropriate segregation of duties, authorization, and supporting documentation are maintained throughout the accounts payable process. Protect the confidentiality and security of financial and supplier information. Identify opportunities to improve accounts payable processes, reduce errors, and increase efficiency. Maintain accurate records in accordance with hotel policies and applicable accounting standards Cross-Department Collaboration Work closely with Purchasing and Receiving teams to ensure invoices are matched to approved purchase orders and receiving documentation. Collaborate with department managers to obtain timely invoice approvals and resolve payment-related issues. Support operational departments with supplier account inquiries and payment status updates. Assist in maintaining strong supplier relationships through professional communication and timely issue resolution. Contribute to Finance team initiatives and continuous improvement projects that enhance efficiency and service delivery. Provide support and cross-training within the Finance department as required. What will you bring to this role? To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions: · Experience 1-3 years of accounts payable, accounting, bookkeeping, or finance experience, preferably within the hospitality, tourism, or service industry. Experience processing high volumes of invoices and supplier payments in a fast-paced environment. Previous experience working with accounting systems, ERP platforms, or hotel financial systems preferred. Experience with purchase order matching, invoice reconciliation, and month-end procedures is advantageous. Education Associate's degree, diploma, or certificate in Accounting, Finance, Business Administration, or a related discipline preferred. Equivalent combination of education and relevant work experience will be considered. Competencies, Knowledge & Skills Strong understanding of accounts payable principles, financial controls, and accounting procedures. Excellent attention to detail with a high level of accuracy in data entry and financial recordkeeping. Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines. Proficient in Microsoft Office Suite, particularly Excel, Word, and Outlook. Experience using hotel accounting systems and platforms such as SUN Systems, Opera, Opera Cloud, or similar finance applications is preferred. Strong analytical and problem-solving skills with the ability to identify and resolve discrepancies efficiently. Effective verbal and written communication skills with the ability to build positive relationships with suppliers and internal stakeholders. Ability to handle confidential financial information with professionalism and discretion. Ability to work independently as well as collaboratively within a team environment. Personal Attributes, Culture & Values Highly dependable, organized, and detail-oriented. Demonstrates integrity, professionalism, and accountability in all aspects of work. Positive attitude with a commitment to delivering excellent internal customer service. Flexible and adaptable in a dynamic hospitality environment. Commitment to collaboration, respect, and inclusion while supporting the Fairmont and Accor culture. Embrace the Fairmont brand promise and luxury in your role and in all your interactions. Foster an inclusive environment where every individual feels valued and respected Circumstances Ability to meet month-end and year-end deadlines and support Finance Department priorities during peak business periods. Employee Benefits: Join our team and enjoy a range of exclusive colleague perks, including complimentary upgrades, extended stays, discounted stays across Fairmont & Raffles properties, special dining and wellness discounts, and added luxuries to enhance your experience. We believe in taking care of our team, ensuring that your hard work is rewarded with exceptional benefits. Add any other benefits relevant to your property. What’s in it for you? As part of Accor , a global hospitality leader with over 5,500 hotels worldwide, you’ll enjoy: Opportunities for growth and development , mentorship, and international mobility Health insurance , retirement savings plans , and comprehensive wellness programs Worldwide travel discounts and preferred rates across the Accor portfolio A supportive, inclusive culture grounded in respect , teamwork , and professional development Start your journey with us today and explore the possibilities! #BeLimitless Our Values Respect: We value the needs, ideas and individuality of others. We treat everyone with fairness and dignity. Excellence: We make genuine connections, and we cherish every opportunity to make the people around us feel special. Belonging: We celebrate our differences. We support each other and we always stand together. Empowerment: We have authority to take initiative and anticipate moments that create unforgettable experiences. Integrity: We build trust through mutual respect and being authentic. Your team and working environment: Fairmont Southampton is a premier luxury resort and regarded as a leader in the hospitality industry. Our mission is to turn moments into memories for our Guests. An exciting hospitality career awaits you if you are committed to providing our Guests with an authentically local experience through providing warm and engaging service. Our Heartists work cohesively as part of the team in a demanding, multi-cultural diverse environment. Our commitment to Diversity & Inclusion: Fairmont is committed to creating an inclusive environment where diverse talent thrives. We welcome candidates from all backgrounds to join our team. Fairmont Hotels & Resorts Join a dynamic team and be part of a network of 90 spectacular properties, and 34 more in the pipeline, in 30 countries around the globe. Our properties are located from the beaches of Hawaii to the unspoiled national parks of Canada, to the heart of London, to the deserts of the United Arab Emirates. About Fairmont Southampton Are you ready to join a team that thrives on excellence and embraces limitless potential? Fairmont Southampton, Bermuda’s largest resort, invites exceptional individuals to be part of our award-winning team and shape the future of hospitality. Following a multi-million-dollar renovation, our 593-room resort is Bermuda's largest, featuring nine restaurants, a 30,000-square-foot spa, an 18-hole par three golf course and a captivating Beach Club. Opportunities for growth and success are boundless. Our culture emphasizes respect, teamwork, and professionalism, supported by comprehensive benefits. Join our diverse and inclusive team, where your unique talents and perspectives are celebrated. Dare to go beyond the ordinary, unlock your potential and make a lasting impact at Fairmont Southampton. Together, let's create memories that exceed expectations. #BeLimitless About the Application Process: At Fairmont, we want to bring out your highest potential. Shortly after applying, you will receive an email from our partner AssessFirst prompting you to create a profile and complete a questionnaire. This is a mandatory step for your candidacy to be considered as it enables us to explore your compatibility with this role and our culture of luxury excellence.