Accounts Payable Specialist

At Valor Hospitality, we are passionate Hotelitarians—driven, detail-obsessed professionals who go beyond service to deliver true hospitality. With a global perspective and a commitment to thoughtful hospitality and sustainable dining, we bring enthusiasm, creativity, and local flair to every property we support. We seek individuals who value relationships, embrace high standards, and create meaningful experiences for guests, teams, and owners alike. If you’re someone who notices the little things and strives to make a lasting impact, you’ll thrive here.

POSITION PROFILE

An Accounts Payable Specialist serves as a vital financial link, managing and streamlining outgoing vendor payments across a diverse portfolio of managed or franchised hospitality properties. Operating from the corporate headquarters or regional finance hub, this role ensures rigorous expense control, exact general ledger coding, and strong relationships with local and national hospitality vendors.

ESSENTIAL RESPONSIBILTIES

Invoice Management & General Ledger Coding

• Multi-Property Data Entry: Review, verify, and input high-volume invoices daily for an assigned portfolio of managed hotels and corporate cost centers.
• USALI Compliance: Audit and code all invoices according to individual hotel charts of accounts and standard USALI (Uniform System of Accounts for the Lodging Industry) guidelines.
• Three-Way Matching: Execute full three-way matches by validating vendor invoices against corporate purchase orders (POs) and physical hotel receiving logs/delivery receipts.
• Workflow Tracking: Monitor automated invoice approval workflows, following up directly with on-property managers to clear pending or bottlenecked items.

Payment Processing & Expense Control

• Payment Run Coordination: Prepare weekly and bi-weekly corporate disbursement batches across diverse payment methods, including ACH networks, wire transfers, and checks.
• Cash Flow Optimization: Track payment schedules to prioritize early payment discounts, minimize late penalties, and maintain balanced operating cash flows.
• Discrepancy Resolution: Research and systematically resolve exceptions, contract variances, duplicate billings, or short-shipments by communicating with vendors and hotel departments.

Vendor & Database Maintenance

• Master Vendor Maintenance: Initiate secure onboarding for new suppliers, collecting and registering mandatory data such as W-9 forms, business registrations, and banking details. [
• Inquiry Desk Support: Serve as the primary corporate contact for vendor inquiries regarding payment terms, historical account statements, and tax documentation.

Reconciliation, Compliance & Reporting

• Statement Reconciliation: Audit month-end vendor statement balances against corporate subledgers to identify and settle outstanding variances.
• Month-End Accruals: Assist corporate accountants and controllers with month-end financial closings, providing AP aging reports and necessary expense accruals.
• Audit Readiness: Maintain orderly, cloud-based digital file archives of all invoices, approvals, and tax documentation to preserve robust internal audit trails

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

·        Experience: Minimum 1–3 years of progressive accounts payable, bookkeeping, or general hospitality accounting experience.

·        Education: High school diploma or equivalent required; an Associate or Bachelor’s degree in Accounting, Finance, or Business Administration is highly preferred.

Technical & Software Skills

·        Industry Software: Hands-on proficiency with hospitality procurement and accounting suites—such as OnQ, Profit Sword, M3, Yardi, or QuickBooks—is an advantage.

·        General Tech: Intermediate to advanced capabilities in Microsoft Excel (VLOOKUPs, pivot tables, complex data entry formulas) and standard corporate ERP systems.

Core Competencies

·        Extreme Meticulousness: Exceptional attention to detail to reliably avoid payment errors across various legal hotel entities.

·        Multitasking & Deadline Drive: Proven ability to manage high invoice volumes and meet tight weekly processing and month-end deadlines.

·        Discretion: Strict compliance with internal corporate controls, financial integrity standards, and vendor confidentiality protocols.

PHYSICAL DEMANDS

• Extended periods at a keyboard and screen, requiring fine motor skills for typing and good vision.
• Tasks involve reading documents, forms, and technical manuals, as well as writing and preparing reports.
• Using office equipment: This includes using phones, copiers, fax machines, scanners, and adding machines. 

 #INDcorp

• Competitive Salary

• Team Member Hotel Discount Program

• Benefits - Health, Dental, Vision, Life Insurance, and other supplemental options

• Paid PTO

• 401k with employer match

• Team Member Awards and Recognition programs throughout the year

• Food and Beverage Discounts

• Tuition Reimbursement

Please visit http://www.valorhospitality.com to learn more about our existing hotels, other exciting job opportunities and our company.