Accounts Payable & Receivable Specialist

Essential Functions

• Demonstrate Avion Hospitality’s service culture by approaching all interactions with guests, colleagues, vendors and business partners in a friendly, professional and service-oriented manner.
• Receive, inspect and verify all hotel deliveries to ensure quantities, quality, pricing and specifications are consistent with purchase orders, packing slips and receiving documentation.
• Inspect deliveries for damaged, missing, incorrect or unacceptable merchandise and promptly communicate discrepancies to the appropriate department, Purchasing, Accounting and/or vendor.
• Maintain accurate receiving records and ensure all merchandise received is properly documented, coded and distributed to the appropriate department or storage location.
• Review, code and process vendor invoices, ensuring invoices are supported by appropriate purchase orders, receiving records, approvals and other required documentation.
• Perform three-way matching of purchase orders, receiving documentation and vendor invoices prior to processing invoices for payment.
• Investigate and resolve invoice, pricing, quantity and receiving discrepancies in partnership with department leaders, Purchasing and vendors.
• Ensure invoices are entered and processed accurately and within established accounting timelines.
• Maintain accurate vendor information and supporting documentation within the hotel’s accounting and purchasing systems.
• Communicate with vendors regarding invoice status, missing documentation, payment questions, credits, discrepancies and outstanding balances.
• Review vendor statements and research outstanding invoices, credits or payment discrepancies as needed.
• Assist the Accounting team with Accounts Payable reconciliations and month-end closing procedures.
• Maintain organized electronic and physical records for invoices, receiving documents, purchase orders, credits and other financial transactions in accordance with Avion Hospitality and property retention standards.
• Maintain appropriate controls over the hotel receiving area and ensure merchandise is not released without proper documentation and authorization.
• Ensure all deliveries are directed to designated receiving areas and that vendors follow established hotel receiving procedures.
• Maintain accurate food, beverage, operating supply and linen inventories as assigned.
• Assist with regularly scheduled physical inventories, cycle counts and inventory reconciliations.
• Monitor inventory levels and communicate unusual variances, shortages, overages or potential control concerns to Accounting and operational leadership.
• Work closely with Food & Beverage, Culinary, Housekeeping, Engineering and other operating departments to ensure accurate receiving and inventory controls.
• Assist with maintaining appropriate controls surrounding food and beverage products, including proper storage, documentation and transfer procedures.
• Maintain cleanliness, organization and security of receiving and storage areas.
• Ensure products requiring refrigeration, freezing or other special handling are promptly transferred to the appropriate storage location.
• Follow established procedures for returning merchandise to vendors and ensure appropriate credits are received and documented.
• Assist with Accounts Receivable and other hotel accounting responsibilities when business needs require additional support.
• Participate in accounting, purchasing, inventory and operational meetings as requested.
• Protect confidential hotel, colleague, vendor and financial information at all times.
• Follow established internal controls and immediately report unusual transactions, discrepancies or potential financial control concerns to Accounting leadership.
• Maintain regular attendance in compliance with Avion Hospitality standards, with scheduling based on the operational needs of the hotel.
• Maintain schedule flexibility based on hotel delivery schedules, vendor arrival times, inventory needs and business demands, which may require early mornings, evenings, weekends or holidays as necessary.
• Maintain high standards of personal appearance and grooming, including wearing the appropriate uniform and name tag when required.
• Comply at all times with Avion Hospitality and property standards, policies, procedures, safety requirements and financial controls to support safe and efficient hotel operations.
• Demonstrate strong attention to detail, organization, accuracy and follow-through while managing multiple deadlines and priorities.
• Develop positive working relationships with colleagues and departments throughout the hotel and support a collaborative, respectful work environment.
• Perform additional accounting, purchasing, receiving, inventory and administrative duties as assigned by the Property Accountant, Director of Finance or hotel leadership.

KEY AREAS OF RESPONSIBILITY

Accounts Payable

• Invoice review, coding and processing
• Purchase order and receiving document matching
• Vendor statement reconciliation
• Vendor discrepancy resolution
• Credit and payment research
• AP documentation and record retention
• Month-end accounting support

Receiving

• Delivery inspection and verification
• Purchase order and packing-slip reconciliation
• Quality and quantity verification
• Damaged or missing merchandise reporting
• Proper distribution and storage of received goods
• Vendor return and credit documentation
• Receiving-area organization and control

Inventory Control

• Food and beverage inventory
• Linen and operating supply inventory
• Physical inventory participation
• Inventory reconciliation and variance reporting
• Departmental inventory-control support