Accounting Assistant - Kingston, Canada - Kingston Market Square Hotel
Description
Job Overview:
To be a positive and initiative-taking team member.
To achieve professional completion of the accounts payable function, responsible for the counting of cash, preparing the bank deposits, and due backs to the restaurant servers.
Assist in the counting of all operational inventories, and ensure they are costed at the latest market value and assigned accounting duties as required by company policy.
Responsibilities and Duties
- Monitor full and proper use of the purchase order system alerting the direct supervisor to any deviations from procedures.
- Ensure invoices have been matched against goods received/ purchase order with receipt/processing of credit notes where applicable.
- Prepare the entry of invoices into accounting software (Great Plains)
- Forward checked and accurate invoices to the corporate office to facilitate payment within agreed ageing guidelines.
- Courteously respond to vendor queries and where appropriate, direct to the accounts payable contact at the corporate office.
- Accurately accrue for items at monthend and prepare journal entries.
- Achieve professional maintenance of all files, registers, and reports for accounts payable as required.
- Receive, date stamp, account coding stamp, and all invoices that come via regular mail, internal mail, and internet.
- Match all invoices to purchase orders.
- All invoices are coded correctly and approved by designated hotel personnel, according to companyauthorized limits.
- Process any cheque requests.
- Using the unmatched purchase orders, follow up with department heads to ensure all invoices have been received.
- Reconcile vendor statements
- Prepare tax reconciliation (HST, MAT etc.) for controller approval.
- Assist in counting floats/safes in line with company requirements.
- Collect, count, and reconcile all cashier's daily cash deposits against the hotel Property Management System
- To be responsible for property cash floats and deposits to safes including the issuance of individual cash floats to required staff, spotchecking and regular counting of floats/safes.
- Maintain tracking for all paidout expenditures including refunds to guests.
- Prepare due backs
- Track cash overages/shortages and notify hotel management of any issues
- Prepare on a biweekly basis the petty cash reimbursement documents, and send them to head office for processing
- Coordinate change orders with the bank.
- Assist the Food & Beverage Department with the recording of the Food and Beverage inventory count.
- Participate in the quarterly operation supplies inventory (China, glass, silver, and linen)
- Using the latest market value, update the Food and Beverage, and operation supplies inventories valuation.
Qualifications and Skills
- Education level
- University or Community College diploma in a related field
- Experience 2+ years of similar experience
- Personal characteristics
- Ability to analyze; prioritize; delegate, demonstrated ability to exercise appropriate judgment, demonstrates leadership through team building, skillful delegator, strong mediator, and supervisor of staff.
- Physical abilities
- While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for 60% of the time; and extend hands and arms in any direction.
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