Team Leader - Account Payable

Job description

Operational

· Prepares and reviews aging report summaries for the Accounting and Control team to support monthly financial reporting and maintain strong supplier relationships, contributing to cost efficiency.
· Collects, date-stamps, and maintains files of all supporting documentation related to authorized purchases, including Purchase Requisitions (PRs), Purchase Orders (POs), Delivery Notes, and signed Receiving Reports, for accurate invoice verification.
· Processes daily supplier invoices by matching them with approved purchase documentation and receiving records.
· Allocates expenses to the appropriate accounts in accordance with accounting policies.
· Batches, posts, and circulates invoices to Department Heads for review and approval.
· Verifies quantities, unit costs, and other purchase order details against approved purchase requisitions.
· Conducts periodic audits of internal food and beverage purchase orders against approved market price lists and investigates price and quantity discrepancies identified in Receiving Variance Reports.
· Reviews and validates account coding and allocations for accuracy.
· Identifies payment obligations and prepares disbursement schedules for approval by the Director of Finance or Assistant Director of Finance before payment processing.
· Prepares vendor payments and submits supporting documentation for final authorization and signature.
· Issues and records manual payments for urgent or exceptional transactions.
· Prepares monthly accruals for goods and services received but not yet invoiced.
· Supports month-end inventory reconciliation by comparing book balances with physical inventory counts.

Administration

· Maintains organized filing systems for financial reports and supporting documents to ensure accessibility and audit readiness.
· Manages and updates the Accounts Payable open accounts file in alphabetical order.
· Processes travel agent commission payments through the World Travel Payment (WTP) system.
· Handles manual commission payments for non-IATA travel agents.
· Processes Hyatt Gold Passport program transactions and forwards required files, award certificates, and retroactive vouchers to the Hyatt Gold Passport Office in a timely manner.
· Reconciles award compensation reimbursements received against internal records and investigates discrepancies.
· Resolves inquiries and issues related to travel agent commissions and the Hyatt Gold Passport program.
· Coordinates and performs physical inventory counts for the Lobby Shop at month-end.
· Prepares the Lobby Shop Inventory Movement and Discrepancy Report, comparing physical inventory with system records and investigating significant variances.

Financial

· Maintains a comprehensive understanding of Hyatt International's Accounts Receivable objectives to support effective receivables tracking and management.
· Promotes productivity improvements while ensuring prudent management of utility and payroll expenses in line with budgetary guidelines.
· Encourages the adoption of new technologies and equipment that enhance efficiency and streamline operational processes.

People Management

· Coaches and develops Accounting Clerks in alignment with the company's operational, financial, and administrative standards.
· Provides hands-on supervision and guidance to Accounting Clerks, ensuring compliance with hotel policies, procedures, and legal requirements.
· Delegates responsibilities effectively while supporting employee growth, development, and workplace safety.
· Assists in planning and delivering training programs to enhance employee skills and knowledge.
· Monitors team morale and facilitates regular performance feedback and development opportunities.
· Supports Performance Development Discussions and encourages employees in achieving their professional goals.
· Promotes and reinforces Hyatt's People Philosophy, Values, and Culture Characteristics.
· Ensures employees understand and comply with all company policies, procedures, rules, and regulations.
· Monitors adherence to hotel, corporate, and local regulations regarding fire safety, health and safety, and security.
· Provides professional, courteous, and responsive support to internal customers and visitors.
· Ensures employees consistently deliver exceptional service standards.
· Responds promptly and professionally to employee and guest inquiries, addressing concerns and ensuring appropriate follow-up.
· Fosters positive working relationships with guests and colleagues across the organization.

Other Responsibilities

· Participates actively in training programs, departmental meetings, and other assigned sessions.
· Maintains awareness of relevant legislation relating to taxation, employment practices, and industrial relations.
· Demonstrates professionalism and acts as a positive representative of Hyatt International at all times.
· Builds and maintains strong professional relationships with industry partners, suppliers, and representatives of other hotels and organizations.
· Complies with hotel policies and procedures, particularly those related to information technology, health and safety, fire prevention, and hygiene standards.
· Maintains a professional appearance and high standards of personal grooming.
· Adapts effectively to changes within the accounting function and the hospitality industry.
· Performs additional duties and responsibilities as reasonably assigned by management.