Specific Duties and Responsibilities:
– To check all invoices with purchase orders, market list or with a valid contract.
– To control sequent travel LPOs, check and verify all long outstanding LPOs.
– To maintain all suppliers’ files, maintain contracts and other payments related to contracts.
– To check arithmetical accuracy, date, quantity and receive stamp, approval on the invoices with LPO or agreement.
– To allocate the supplier codes and account codes from the hotel’s chart of accounts.
– To tally and receive total invoice and reconciliation of outstanding with total payable balance.
– To review the supplier outstanding statement and coordinate with Materials Manager and Receiving in case of any discrepancies. Any discrepancies to be followed up with the supplier in writing.
– To check and tally posted invoices with invoice totals and filed supplier-wise.
– To ensure timely payment to suppliers with reconciled statement of accounts.
– To ensure that other internal expense reports are approved by the Financial controller and the General Manager.
– To ensure proper banking procedures in case of Letter of Credit, extension of guarantee, bank draft, telegraphic transfers etc. and maintenance of records of L/C, purchase in transit, insurance policy, bill of lading and other related documents of importation.
– To ensure payment of internal expense reports with relevant approval i.e. salary, reimbursement of visa expenses to the Government Relations Officer, cash advance, loan, leave settlement, final settlement, etc.
– To ensure that all cheques to be locked and cheques should be endorsed ‘A/C Payee Only’ upon preparation. All invoices and supporting documents to be stamped ‘paid’ and cancelled cheques are crossed out as ‘cancelled’, and signature portion is torn off.
– To ensure that all cheques are to be distributed before the month-end.