Accounts Payable / General Cashier

posted April 23, 2024

Compensation: $22.00

General Description:

The Accounts Payable/ General Cashier will complete the day-to-day payables and cashiers' duties. Including, but not limited to the below:

Job Duties:

Accounts Payable

  • Assists in answering vendor inquiries.
  • Prints all accounts payable reports and maintains all accounts payable files, as needed.
  • Process invoice for input, approval and payment.
  • Post daily A/P invoices, within 24 hours of receipt of vendor invoice.
  • Ensuring timely payments of vendor invoices and expense vouchers.
  • Ensure that invoices are posted timely for accounts selected to take prompt pay discounts.
  • 3-way matching: check vendor invoices and expense vouchers.
  • Ensure all backup is included in 3-way matching such as inventory sheets, par sheets, quotes, or email approvals.
  • Review and maintain vendor aging reports and cash disbursement reports.
  • File A/P invoices in anticipation of and preparation for payment.
  • Prepare weekly accounts payable check run including any needed Capital check items by Wednesday of each week.
  • Gathering and analyzing Accounts Payable data to prepare reports for management.
  • Meeting deadlines, completing work with attention to detail, accuracy, and follow-up.
  • Interacting with other departments, vendors and management in a pleasant professional manner.
  • Maintain all accounts payable invoice files, including filing invoices and supporting documents and archiving old files as needed.
  • Review all accounts payable aging on a weekly basis with Controller.
  • Review PO log aging on a weekly basis reviewing outstanding POs with Department Heads.
  • Any other task management deems necessary to operate the hotel and restaurants.
  • Email weekly General Ledger expense reports to all department heads.
  • Must maintain a well-organized and clean work environment conducive to being efficient and effective in your duties.
  • Mail
    • Stamp all correspondence appropriately, based on type of postage required.
    • International rates, certified, weight, etc.
    • Maintain file of all certified receipts and the return notice.
    • Certified mail receipts pertaining to employees must be returned to payroll.
    • Return all undeliverable mail to the appropriate department.
    • Reviews the Purchasing / PO processes per Company Policy.
    • Maintain Departmental Decline Worksheets (Check Books)
    • Verifies that purchases are within established PARs and any and all company established policies.
    • Controls variances.
    • Maintain monthly costs as established per budget for the current month / year.
    • Reconcile purchases and payables to maintain costs.
    • Maintain and coordinate the monthly inventory counts and reporting.
    • Coordinate and conduct inventory counts with departments on a monthly basis.
    • Complete beverage costs with recent inventory counts, revenues, purchases, etc.
    • Maintain purchases of Assets on inventory sheets.
    • Maintain Contract Binder.
    • Maintain Warranty Binder.
    • Maintain Vendor / Contractor Insurance and W9 binder.

General Cashier

  • Prepare, reconcile and report on a daily basis the cash dropped by employees.
  • Create written warnings for employees exceeding $10 in shortage based on the Opera report vs. the actual amount dropped on a daily basis. Give these warnings to the manager of the employee.
  • Prepare bank deposits for pick up as scheduled.
  • Prepare and distribute “Due Backs” to employees/managers.
  • Conduct Staff Bank Audits no less than once a month at month end. May be required to audit more often.
  • Submit monthly bank audits as directed.
    • General Accounting Duties

    • Become familiar with tasks and procedures within the accounting department.

    • May be assigned specific tasks as needed. These tasks are to be performed according to documented policies and procedures.

    • Provide support and backup for all accounting functions.

    • Reconcile your cashiering bank balance with your house funds account (1080-00).  Must be in balance.

    • Any other task management deems necessary to operate the hotel and restaurants.

    • Follow all policies and procedures as documented and provided in the Employee Manual.

    • Must maintain a well-organized and clean work environment conducive to being efficient and effective in your duties.

Physical requirements

While performing the duties of this job it may require to:

  • Sit, stand, walk, stoop, kneel, crouch, or crawl occasionally.
  • Frequently use fingers and hands for keyboard and arms to reach.

Education Requirements:

  • College degree in Accounting/Finance preferred.
  • 1 - 2 years with cashiering/accounting experience.
  • Highly organized. Attentive to details, intermediate math skills.
  • Able to interact with customers/employees in a professional and thoughtful manner.
  • Team player with willingness to help where needed. 
  • 10-key, Excel, Word, Opera.

*The company’s employment policy is “at-will”.  Under the “at-will” policy, neither you nor the company is committed to continuing the employment relationship for any specific term.  (Refer to employee handbook for details).

Avenue of the Arts Costa Mesa, a Tribute Portfolio Hotel

238 Room Hotel

AVENUE OF THE ARTS COSTA MESA, A TRIBUTE PORTFOLIO HOTEL

Awarded #1 Best Costa Mesa Hotel by Tripadvisor and the U.S. News & World Report, Avenue of the Arts Costa Mesa, a Tribute Portfolio Hotel offers a boutique hotel experience in the heart of Southern California. As Costa Mesa's only AAA Four Diamond hotel, this 238-room luxury hotel provides music-inspired suites and guestrooms, a cozy lakeside location, and eclectic dining at Silver Trumpet Restaurant and Bar. Less than 3 miles from John Wayne Airport, the hotel is just steps from Segerstrom Center for the Arts, Orange County Museum of Art, and South Coast Plaza, an international shopping destination.

Avenue of the Arts Costa Mesa Hotel is not your average, cookie-cutter hotel in Southern California. From the moment you arrive with a grandiose double-door entrance, you step into another world – an eclectic, creative world inspired by the luxe, glamour, and style of Orange County. Beyond captivating design, enjoy social scenes and first-class hospitality dedicated to helping you make the most of every moment.

Awards

Ranked #1 Hotel in Costa Mesa by Tripadvisor, 2024

Awarded Four-Star Hotel by U.S. News & World Report, 2024

Awarded AAA Four-Diamond Hotel & AAA Three-Diamond Restaurant, 2024

Awarded Philanthropic Business Leader by The Guilds of Segerstrom Center for the Arts, 2024