Team Leader - Account Payable

Summary

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.