Account Payable & Account Receivable Officer at Domeo Resources International (DRI)

Reports to: Chief Accountant / Financial Controller

Job Summary

• The Accounts Payable / Accounts Receivable Officer is responsible for managing the hotel's accounts payable and accounts receivable functions to ensure timely processing of supplier payments, efficient collection of customer receivables, accurate financial record-keeping, and effective cash flow management.
• The role ensures that all financial transactions are properly authorized, accurately recorded, and comply with the hotel's financial policies, accounting standards, and statutory requirements.
• The position works closely with Procurement, Cost Control, Front Office, Food & Beverage, Conference & Banquet, Sales & Marketing, Stores, Human Resources, and other operational departments to maintain accurate financial records, strengthen internal controls, and support the hotel's financial performance.

Key Responsibilities
Accounts Payable Management:

• Process supplier invoices accurately and promptly.
• Verify that all invoices are supported by approved Purchase Requisitions (PRs), Purchase Orders (POs), Goods Received Notes (GRNs), supplier invoices, and other supporting documentation before payment.
• Match supplier invoices with purchase orders and goods received documentation.
• Prepare payment vouchers for approval.
• Schedule supplier payments in accordance with agreed payment terms.
• Maintain accurate supplier account records and payment history.
• Reconcile supplier statements and resolve discrepancies promptly.
• Monitor outstanding supplier balances and payment obligations.
• Respond to supplier enquiries professionally and promptly.

Accounts Receivable Management:

• Raise invoices for corporate clients, conferences, banquets, accommodation, events, restaurants, and other hotel services.
• Monitor customer accounts and outstanding receivables.
• Follow up on overdue accounts through reminders, calls, emails, and client visits where necessary.
• Process receipts and allocate payments accurately.
• Reconcile customer accounts regularly.
• Investigate and resolve billing discrepancies.
• Monitor credit limits and ensure compliance with approved credit policies.
• Prepare aging analysis reports and recommend collection strategies.

Billing & Revenue Support:

• Ensure accurate billing for all hotel services.
• Verify room charges, conference charges, food and beverage invoices, laundry services, transportation, spa, and other guest services before invoicing.
• Coordinate with Front Office, Conference & Banquet, Sales, and Food & Beverage Departments to resolve billing issues.
• Ensure timely issuance of invoices and statements of account.
• Support accurate revenue recognition in accordance with accounting standards.

Cash Flow & Financial Management:

• Monitor daily cash inflows and outflows relating to payables and receivables.
• Support cash flow planning through timely collections and payment scheduling.
• Assist in forecasting cash requirements.
• Ensure efficient management of working capital.
• Report significant outstanding balances to the Chief Accountant.

Reconciliation & Financial Records:

• Perform daily, weekly, and monthly reconciliation of supplier and customer accounts.
• Reconcile accounts receivable and accounts payable ledgers with the general ledger.
• Assist in bank reconciliation where required.
• Maintain complete and accurate accounting records.
• Investigate and resolve reconciliation differences promptly.

Credit Control:

• Monitor customer credit accounts.
• Ensure customers operate within approved credit limits.
• Recommend suspension of credit facilities where necessary.
• Follow up on overdue debts and implement approved collection procedures.
• Prepare reports on delinquent accounts for Management review.
• Support legal recovery processes where authorized.

Internal Controls & Compliance:

• Ensure compliance with financial policies and approval procedures.
• Verify completeness of supporting documentation before processing transactions.
• Maintain segregation of duties within payable and receivable processes.
• Prevent duplicate payments and fraudulent transactions.
• Safeguard confidential financial information.
• Support internal control improvements.

Audit Support:

• Prepare schedules and documentation required during internal and external audits.
• Provide supporting documents for audit reviews.
• Respond promptly to audit queries.
• Assist in implementing audit recommendations relating to payables and receivables.
• Maintain audit-ready financial records.

Tax & Statutory Compliance:

• Ensure applicable withholding tax (WHT), VAT, and other statutory deductions are correctly applied to supplier payments.
• Maintain proper tax documentation.
• Assist in preparing tax schedules and statutory reports.
• Support compliance with tax regulations and reporting requirements.

Reporting & Documentation:

• Prepare daily, weekly, monthly, quarterly, and annual Accounts Payable and Accounts Receivable reports.
• Prepare supplier aging reports.
• Prepare customer aging reports.
• Monitor collection performance and payment trends.
• Maintain accurate financial files and electronic records.
• Submit reports within established reporting deadlines.

Collaboration & Stakeholder Management:

• Work closely with Procurement on supplier account management.
• Coordinate with Sales & Marketing regarding corporate client billing.
• Liaise with Front Office on guest account reconciliation.
• Work with Conference & Banquet teams on event billing.
• Coordinate with Cost Control regarding inventory-related invoices.
• Maintain positive relationships with suppliers and customers.

Compliance & Continuous Improvement:

• Comply with company policies, accounting standards, and financial procedures.
• Participate in training and professional development programmes.
• Recommend process improvements that strengthen efficiency and internal controls.
• Support automation initiatives within the Finance Department.
• Promote continuous improvement in financial operations.

Requirements
Education:

• Bachelor's Degree or Higher National Diploma (HND) in Accounting, Finance, Economics, Business Administration, or a related discipline.

Experience :

• Minimum of 3–5 years of experience in Accounts Payable, Accounts Receivable, Finance, or Accounting.
• Experience in a hotel, hospitality organization, or service industry is highly desirable.
• Working knowledge of hotel accounting systems such as IDS Next, Opera PMS, SunSystems, Sage, SAP, or similar ERP systems is an added advantage.

Professional Certifications (Preferred):

• ACA (ICAN).
• ACCA.
• ATS (Accounting Technicians Scheme).
• CITN (added advantage).
• Proficiency in Microsoft Excel and accounting software.

Skills & Competencies:

• Accounts Payable Management.
• Accounts Receivable Management.
• Credit Control.
• Invoice Processing.
• Financial Reconciliation.
• Financial Reporting.
• Cash Flow Management.
• Tax Compliance.
• Microsoft Excel (Advanced).
• Accounting Software.
• Data Analysis.
• Communication and Negotiation Skills.
• Attention to Detail.
• Time Management.
• Problem Solving.
• Integrity and Confidentiality.