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Accounts Payable Clerk

Milan, Italy

Accounts Payable Clerk

  • Milan
  • Finance Division
  • Full time
  • Closing date: Oct 1 2021 at 05:55 HKT

Mandarin Oriental Hotel Group

Mandarin Oriental Hotel Group is the award winning owner and operator of some of the most luxurious hotels, resorts and residences located in prime destinations around the world. Increasingly recognized for creating some of the world’s most sought-after properties, the Group provides 21st century luxury with oriental charm. Above all, Mandarin Oriental is renowned for creating unique hotels through distinctive design and a strong sense of place, luxury hotels right for their time and place.

 

The Hotel

Ideally located on the charming Via Andegari, Mandarin Oriental, Milan is a stylish and intimate hotel, featuring 104 guestrooms, including 32 beautifully appointed suites. Set in the heart of the city, only steps away from the world-renowned La Scala opera house, it inhabits four elegant 18th Century buildings in Milan's most prestigious district.

 

Scope of Position

The Accounts Payable Clerk is in charge of the day-to-day processing of all invoices by ensuring that necessary backup and approvals are obtained in accordance with hotel accounting and financial controls, and within the policies and procedures, hotel and corporate policies and guidelines, and the hotel’s business plan. Moreover, the profile must properly know about Italian taxation, with a particular focus on tax obligations such as Italian Esterometro, I.V.A. and withholding taxes.

 

TASKS, DUTIES AND RESPONSIBILITIES

 

IN CHARGE OF THE PROCESSING OF INVOICES 

  • Compares purchase orders to invoices and distributes to proper Department Head for approval
  • Audits bills for errors, corrects as necessary
  • Attaches bills to purchase orders and receiving documents
  • Ensures proper back up is attached to expense reports
  • Processes approved invoices in the computer, and balances the open invoices to the computer listings
  • Ensures correct charging amount by coding invoices
  • Reconciles all statements, requests missing invoices, and makes adjustments as necessary
  • Summarizes payments due and communicates cash needs to the Financial Controller for approval
  • Ensures appropriate support documentation is obtained and attached to the invoices before payment is made
  • Researches travel agency commission checks and performs necessary follow-up
  • Stamps all invoices “paid” before going to the check signers for signature
  • Maintains all necessary files and registers for accounts payable
  • Keeps file on audited food invoices and pays regularly
  • Maintains a file for current and new vendors
  • Maintains paid and unpaid invoice files
  • Prepares all appropriate period closing reports and entries

 

LAWS, REGULATIONS AND POLICIES 

  • Follows all applicable laws relating to general accounting practices and tax regulations
  • Complies fully with the set financial reporting deadlines and guidelines, as outlined in P&P and by the Financial Controller

 

HEALTH AND SAFETY 

  • Maintains high confidentiality
  • Reports any suspicious behaviour of employees to the Financial Controller and Security
  • Ensures that all potential and real hazards are reported appropriately immediately
  • Fully understands the hotel’s fire, emergency, and bomb procedures
  • Follows emergency procedures to provide for the security and safety of guests and employees
  • Supports a safe hotel by applying hotel regulations, and adhering to existing laws and regulations
  • Maintains the highest standards of personal hygiene, dress, uniform, appearance, body language and conduct
  • Responsible Business: show involvement and be interested in environmental and/or social issues by participating in Responsible Business hotel and departmental activities

 

MISCELLANEOUS 

  • Works closely and proactively with the Cost Controller and all Department Heads
  • Ensures familiarity with in-house facilities to assist guests and promote sales
  • Informs and updates the Financial Controller on problems and unusual matters
  • Attends meetings and training required by the Financial Controller
  • Assists colleagues when needed
  • Ensures guest satisfaction by performing duties such as attending to their requests and inquiries courteously and promptly
  • Accepts flexible working schedule when necessary for the hotel’s uninterrupted service
  • To always be updated on:
    - Special promotions
    - Marketing promotions
    - Laws relating to own field of responsibility
    - Union agreements
  • Stays abreast of current and new industry technology relating to function
  • Performs required duties and responsibilities in a timely and efficient manner to achieve the overall objective of the position
  • Maintains a favorable working relationship with employees and colleagues to promote a cooperative and harmonious working climate
  • Projects a favorable image of The Mandarin Oriental Group to the public

 

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