B. F. Saul Company Hospitality Group

  • Accounts Payable/General Cashier

    Homewood Suites Arlington-Rosslyn-Key Bridge, VA
    Job Function
    Part Time
    Daytime/Office Hours
  • Overview and Responsibilities

    Responsible for the overall maintenance of the hotel’s accounts payable and general cashier functions. Enforce the hotel’s purchasing & cash policies and procedures. Ensure that all hotel obligations are processed in a timely manner. All duties as assigned by the Controller.


    Essential Duties & Responsibilities  for Accounts Payable

    On a daily basis:

    • Code and match purchase orders, packing slips to invoices
    • Match receiving invoices to authorized P.O.’s and review for accuracy of charges and account coding; reconcile differences with department heads and/or vendor
    • Maintain accurate files on all authorized purchase orders according to accounting procedures
    • Review open PO’s and resolve with department heads
    • Respond to all vendor inquiries
    • Review vendor statements and reconcile any disputes.  Resolve any invoices which are beyond the acceptable terms for payment
    • Prepare “authorized” invoices for payment to vendors according to accounting procedures
    • Process new vendor accounts through corporate and update vendor master accounts
    • Verify ledger codes, batch invoices and post invoices following system procedures and accounting policies
    • Receive manual check requests and verify accuracy of information and authorized approvals; input into vendor master as paid after cutting the check
    • Trace all authorized service and contract payments and process payments according to the contracted due dates
    • Maintain accurate record of all issued checks; ensure security of all unused checks
    • Cancel Invoices and void checks as assigned by the Controller, following accounting procedures
    • Prepare, batch, file and submit imprest checks according to established policies and procedures
    • Fax and/or mail all folio requests
    • Assist guest with billing inquiries

    Essential Duties & Responsibilities for General Cashier

    On a daily basis:

    • Prepare a daily “removal of safe contents” log while retrieving items from the drop safe with a witness by following established policies and procedures
    • Prepare a daily “trouble shooting” spread sheet that will identify and document daily cashier deposit performance,  Items to be included, by shift, are:
      • A.  deposits filled out completely and correctly
      • B.  all deposits are dropped and recorded in the daily log
      • C.  all personal and travelers checks endorsed for deposit only
      • D.  amounts on the envelope agree with that enclosed
      • E.  shift cash readings enclosed with deposit
    • Prepare and submit daily bank deposits as a priority at the beginning of each workday following established policies and procedures
    • Batch daily cash reconciliation documentation to include:
      • A.  cash reconciliation sheet
      • B.  all cashier’s deposit envelopes
      • C.  a copy of the cashier’s drop log
      • D.  photo-copies of the actual deposit slips
      • E.  photo-copies of the actual checks included in the deposit
      • F.  copy of the check log
    • Prepare property banks.  Turn over to appropriate individuals after a simultaneous count has been performed according to policy and procedures and bank contact has been signed
    • Perform weekly cash counts of monies assigned to the property, with a simultaneous witness, following all policies and procedures
    • Ensure all personnel with access to hotel cash funds have a signed bank contract
    • Prepare the daily “over/short” log; daily, mid-month and month-end.   Review and reconcile the log with the property controller.  All overages/shortages must be reported immediately to the supervisor and controller
    • Prepare change orders for the bank following established policy and procedures

    On a weekly basis:

    • Process weekly demand/ASAP check runs
    • Process & reconciliation of Limousine, Guest & Employee Valet invoices
    • Reconcile vendor monthly statements as they are received and resolve all outstanding invoices
    • Review departmental invoices with department managers for approval and signatures
    • Sole responsibility for ensuring petty cash policy and procedures are adhered to on the property communicating to the property controller any discrepancies
    • Prepare and submit foreign currency on a weekly basis

    On a monthly basis:

    • Process month-end closing and reporting
    • Maintenance of accounts payable filing
    • Coordinate monthly outside storage pick-up

    On an annual basis:

    • Process 1099’s for all outside contractors
    • Assist in the Hotel audits performed by Internal Audit
    • Accounts payable filing setup for the new calendar year


    To perform this job successfully an individual must be able to perform each essential duty to a satisfactory standard. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


    Education:  Bachelor of Science in Accounting or related Hotel experience


    Experience:  Hotel experience preferably in accounting, purchasing or cash handling


    Basic Expectations:  Good organizational skills, ability to prioritize and follow-up.  The ability to work independently with minimal supervision.  Work well under pressure, be able to multi-task and stay focused.  Able to work weekends and/or holidays when necessary.  Capable of assisting in other accounting duties as needed.  Maintaining confidentiality of pertinent hotel data.


    Supervisory Responsibilities:  Accounting Manager


    Language Skills:  Ability to communicate orally and provide legible written communication in English with guests/visitors/vendors and hotel staff to their understanding


    Mathematical Skills:  Computing mathematical calculations correctly.  Focusing on details and resolving numerical problems with minimal supervision. Work with calculators, word processors and computers, proficient in Microsoft Office (Word & Excel).


    Physical Ability:  Able to type on a calculator or computer.  The ability to provide clear and pleasant telephone communication and the ability to remain stationery at assigned post for extended periods of time.


    EEO AA M/F/Vet/Disabled


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