Job Overview
We are seeking a detail-oriented and organized Accounting Payable Clerk to join our finance team. The ideal candidate will be responsible for the accurate and timely processing of invoices, vendor payments, and expense reports for The Westin Bear Mountain Resort & Spa. This role ensures that all financial transactions are processed in accordance with company policies, accounting standards, and Marriott brand requirements while maintaining strong internal controls and positive vendor relationships.
Key Responsibilities
Accounts Payable Administration
- Receive, review, code, and process invoices for all hotel departments, ensuring proper approvals and supporting documentation are obtained.
- Match invoices to purchase orders, receiving documents, and contracts as required.
- Verify the accuracy of invoices, pricing, taxes, and account coding prior to processing.
- Prepare and process vendor payments, including cheques, electronic funds transfers (EFTs), and wire payments in accordance with payment schedules.
- Maintain vendor files, including WCB, insurance certificates, and banking information, ensuring records remain current and accurate.
- Reconcile vendor statements and investigate discrepancies, outstanding balances, and disputed invoices.
- Respond promptly and professionally to vendor inquiries.
- Perform other related duties as assigned.
Financial Reporting & Reconciliations
- Reconcile accounts payable sub-ledger to the general ledger on a regular basis.
- Assist with month-end and year-end closing activities, including accruals and account reconciliations.
- Gather supporting documents, post and reconcile all transactions paid with company credit cards.
- Prepare reports related to accounts payable aging, cash requirements, and outstanding liabilities.
- Maintain organized electronic and physical filing systems for all financial records in accordance with company retention requirements.
- Assist with internal and external audits by providing documentation and explanations as required.
Hotel Operations Support
- Process invoices for all hotel departments, including Rooms, Housekeeping, Food & Beverage, Culinary, Spa, Maintenance, and Administration.
- Review and reconcile food and beverage invoices and coordinate with department leaders regarding discrepancies.
- Ensure compliance with purchasing policies, approval limits, and internal control procedures.
- Work closely with department managers to ensure timely submission and approval of invoices and expense reports.
- Assist in monitoring capital expenditure purchases and related documentation.
Systems & Compliance
- Enter and maintain financial data in NetSuite and other hotel systems as applicable.
- Ensure compliance with company policies, accounting standards, taxation requirements, and applicable legislation.
- Maintain confidentiality of financial and employee information.
- Identify opportunities to improve processes, efficiencies, and internal controls.
Qualifications
- Diploma or certificate in Accounting, Finance, Business Administration, or a related field preferred.
- Minimum two (2) years of accounts payable or accounting experience, preferably in a hotel or hospitality environment.
- Experience with accounting software such as NetSuite systems preferred.
- Proficient in Microsoft Office, particularly Excel.
- Experience with hotel property management systems and Marriott systems is considered an asset.
Skills & Competencies
- Strong attention to detail and accuracy.
- Excellent organizational and time management skills.
- Ability to manage multiple priorities in a fast-paced hospitality environment.
- Strong analytical and problem-solving abilities.
- Effective verbal and written communication skills.
- Ability to work independently and collaboratively with all departments.
- High level of integrity and ability to maintain confidentiality.
- Commitment to delivering exceptional internal and external customer service.
Pay: $22.00 per hour
Benefits:
- Company events
- Discounted or free food
- Extended health care
- Life insurance
- On-site gym
- On-site parking
Ability to commute/relocate:
- Langford, BC V9B 6R3: reliably commute or plan to relocate before starting work (preferred)
Application question(s):
- Experience using NetSuite?
Experience:
- Accounts payable: 2 years (preferred)
Work Location: In person
