Position Summary

The Accounts Payable Specialist at Palm House is responsible for the accurate, timely, and efficient processing of all vendor invoices and payments. This role plays a critical part in maintaining strong vendor relationships, ensuring financial accuracy, and supporting the overall financial operations of the property. The ideal candidate is detail-oriented, organized, and able to manage high-volume transactions in a fast-paced hospitality environment.

Essential Duties & Responsibilities

Invoice Processing & Payment

· Receive, review, and process all vendor invoices for accuracy, proper approval, and correct coding.

· Match invoices to purchase orders and receiving documentation.

· Enter invoices into the accounting system in a timely and accurate manner.

· Prepare and process weekly check runs, ACH payments, and wire transfers as needed.

· Ensure all payments are made in accordance with vendor terms and company policies.

Vendor Management

· Maintain accurate vendor records, including W-9s, payment terms, and contact information.

· Respond to vendor inquiries regarding payment status, discrepancies, and account balances.

· Resolve invoice discrepancies and billing issues in a professional and timely manner.

· Build and maintain positive working relationships with vendors and internal departments.

Reconciliations & Reporting

· Reconcile vendor statements and investigate discrepancies.

· Assist with month-end closing activities related to accounts payable.

· Prepare AP aging reports and assist with cash flow planning.

· Support audits by providing requested documentation and explanations.

Internal Controls & Compliance

· Ensure compliance with company policies, accounting standards, and internal controls.

· Verify that all invoices are properly authorized before processing.

· Maintain organized and accurate records for auditing and record retention purposes.

· Assist in ensuring compliance with tax requirements (e.g., 1099 reporting).

Administrative & Departmental Support

· Maintain organized digital and physical filing systems for invoices and payment records.

· Assist with special projects and additional accounting tasks as assigned.

· Collaborate with Purchasing, Receiving, and department managers to ensure accurate expense tracking.

Qualifications

· Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred.

· Minimum of 2–3 years of experience in Accounts Payable or general accounting.

· Hospitality industry experience strongly preferred.

· Proficiency in accounting software and Microsoft Office (especially Excel).

· Strong attention to detail and high level of accuracy.

· Excellent organizational and time management skills.

· Ability to handle confidential information with discretion and professionalism.

· Strong communication and interpersonal skills.

· Ability to work independently and as part of a team.

Key Competencies

· Accuracy & Attention to Detail

· Organization & Time Management

· Professional Communication

· Problem Solving

· Confidentiality & Integrity

· Team Collaboration

· Adaptability in a Fast-Paced Environment

Physical Requirements

· Ability to sit for extended periods while performing computer-based work.

· Ability to use hands and fingers to operate a computer, calculator, and other office equipment.

· Ability to occasionally stand, walk, bend, and reach.

· Ability to lift and carry up to 15–20 lbs as needed (e.g., files, boxes of documents).

· Visual acuity to read screens, reports, and financial documents.