What are the responsibilities and job description for the Accounts Payable Clerk position at The Greenbrier Hotel?
Position Summary
The Accounts Payable Clerk is responsible for processing vendor invoices, preparing payment runs, and maintaining accurate vendor records for The Greenbrier and its affiliated entities. This position plays a key role in ensuring timely and accurate payment processing, maintaining positive vendor relationships, and supporting the resort's financial operations through efficient accounts payable practices.
Essential Duties & Responsibilities
- Receive, review, code, and enter vendor invoices into the accounting system.
- Match invoices to purchase orders and receiving documentation to ensure accuracy.
- Route invoices for departmental approval and resolve coding, pricing, and approval discrepancies.
- Prepare check runs, ACH payments, and payment proposals for management review.
- Maintain vendor records, including W-9 forms, payment information, and payment terms.
- Reconcile vendor statements and research outstanding, disputed, or short-paid invoices.
- Respond professionally and promptly to vendor inquiries regarding payments and account status.
- Monitor assigned accounts payable aging and assist with cash forecasting activities.
- Assist with annual 1099 preparation and reporting.
- Support month-end close activities by identifying unprocessed invoices and preparing accrual information.
- Maintain organized documentation to support audits and financial reporting.
Required Qualifications
- High school diploma or equivalent.
- Two (2) or more years of accounts payable or general accounting experience.
- Experience with invoice processing, purchase order matching, and vendor management.
- Proficiency in Microsoft Excel and experience using accounting or ERP systems.
- Strong organizational skills and attention to detail.
- Ability to maintain confidentiality while handling financial and vendor information.
- Excellent time management skills with the ability to meet deadlines in a high-volume environment.
Preferred Qualifications
- Associate's degree in Accounting or a related field.
- Hospitality, resort, or multi-entity accounts payable experience.
- Experience with Sage 100 or a comparable ERP system.
- Experience with 1099 reporting and use tax accruals.
Knowledge, Skills & Abilities
- Strong attention to detail and commitment to accuracy.
- Excellent organizational and record keeping skills.
- Effective written and verbal communication skills.
- Ability to prioritize multiple tasks in a fast-paced environment.
- Strong customer service skills when working with vendors and internal departments.
- Ability to identify and resolve discrepancies efficiently.
- Proficiency in Microsoft Office applications, particularly Excel.
Work Environment & Physical Requirements
- Work is performed primarily in an office environment on resort property.
- Extended periods of computer and keyboard use.
- Additional hours may be required during month-end close, audits, and peak business periods.
- Occasional travel throughout the resort property to collaborate with other departments.
Equal Employment Opportunity
The Greenbrier is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to any characteristic protected by applicable federal, state, or local law. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions of the position.