Accounts Payable Supervisor - Omani National

Mandarin Oriental Muscat 

Situated in a prime beachfront location, Mandarin Oriental, Muscat is a chic urban resort that offers 150 stylishly appointed guestrooms and suites, five restaurants and bars, a lush Spa at Mandarin Oriental, and an outdoor swimming pool. The hotel features a one-of-a-kind ballroom boasting spectacular views of the Arabian Sea as well as a variety of banquet and meeting spaces to accommodate social and business events. 

For those seeking a luxury living experience in one of Muscat’s most desirable districts, an exclusive collection of 155 Residences at Mandarin Oriental combines the Group’s legendary service, world-class amenities and sweeping sea or mountain views. We are looking for new fans who are interested and would enjoy being a part of the Mandarin Oriental Muscat opening team.

Scope of Position

The Accounts Payable Supervisor is in charge of the day to day processing of all invoices. The position will be ensuring proper documentation and procedures regarding all AP related processes such as AP control, coding, posting, filing and banking. The Accounts Payable Supervisor also takes ownership of assigned Balance Sheet reconciliations and other AP related tasks.

Responsibilities: 

• Verify that all invoices are supported by duly approved purchase orders when applicable, signed receiving documentation and/or the approval of authorized management personnel.
• Ensure invoices have relevant documents such as PO, GRN, Service Report, Contract etc.
• Verify invoices to check the unit of issue. Unit price, quantity, extension against the hotel purchase order and receiving advice.
• Code invoices to the appropriate general ledger account and submit to Chief Accountant for verification.
• Obtain approval for invoices from the appropriate department prior to processing the invoice on the accounts payable system.
• Ensure invoices without relevant supporting documents are approved by respective Department Heads or Division Heads
• Ensure invoices are correctly posted into Accounting system either manually or through the upload file from Purchasing system.
• Maintain approved up-to-date vendor/supplier database on the accounts payable system.
• Print & submit cheques with all supporting documents to the Director of Finance & General Manager for their signatures.
• Prepare manual cheques as they are required if directed by the Director of Finance or Assistant Director of Finance.
• Maintain a close working relationship with the purchasing, receiving and cost control staff.
• Reconcile main vendor statements monthly in order to ensure that the account is kept current.
• Check vendor statements as they are received and resolve all discrepancies directly with the vendor.
• Maintain alphabetical files by vendor containing complete invoices and back up attached to the cheques or bank transfer for efficient access after payment. All filings are to be kept current.
• Ensure all expenses for the month are posted.
• Assist in the month-end closing activities.
• Prepare list and back-up for accruals (invoices received after closing and goods and services received but not yet invoiced).
• Run the required reports at month-end and ensure that the aging is balancing with the General Ledger.
• Perform reconciliation of assigned payroll related Balance Sheet accounts.
• Cover secretarial duties as & when necessary.
• Follow all applicable laws relating to general accounting practices and tax regulations.
• Comply fully with the set financial reporting deadlines and guidelines, as outlined in P&P and by the Director of Finance.
• Perform any additional duties assigned by the Chief Accountant, Assistant Director of Finance, Director of Finance and the Management.