Invoice Clerk Hotel

2 hours ago

Paranaque City, Calabarzon, Philippines COLUMBIA SHIPMANAGEMENT Full time ₱400,000 - ₱600,000 per year

About the Job

The Invoicing Clerk Hotel is responsible for matching invoices for the hotel category, which includes food, beverage, and hotel supplies. This match includes Pack Size, Quantity and Cost. This would include updating the MXP system and advising the Purchasing Agent/Manager of shorts or large quantity differences. Then coding invoices accurately, and attaching to the PO in MXP, for compliance with company policies and audit requirements.

The Invoicing Clerk will also be responsible for monitoring and maintaining the for the Hotel Dept mailbox, ensuring all incoming invoices and vendor correspondence are properly matched, submitted and attached.

This position will report to the Director of Hotel Procurement initially, with the possibility of reporting to one of the Purchasing Mgrs.

Key Responsibilities & Duties

  • Receive, match pack size, quantity and cost, code and submit to AP. Attach to PO in MXP.
  • Perform three-way matching (invoice, PO, and receipt). Receipt is a ship stamp for local PO's and a consolidation point for warehouse orders. AK, Baja and Panama are submitted at the time of receipt and match prior to product is received
  • Identify and flag discrepancies; coordinate with Purchasing Manager and Superintendent for resolution or seek approval as necessary. Discrepancies will be managed by Purchasing Mgr/Associate (PM / PA)
  • Ensure proper coding and attach all required supporting documentation.
  • Monitor and manage the Invoices mailbox, ensuring timely recording and action on all incoming invoices and vendor correspondence.
  • Respond to vendor simple inquiries regarding invoice and document submission status, and escalate to Purchasing Mgr as necessary.
  • Provide necessary vendor documentation to support AP in invoice reconciliation. New Vendor details will be provided by PA & PM, then attached to the inv by the Invoicing Clerk for Hotel
  • Escalate non-PO issues (e.g., refunds, banking information, vendor details) to PA/PM for resolution.
  • Code cleared invoices and submit to AP system (Rillion) for payment

General Qualifications

Preferred – Education / Experience

  • Degree in Accountancy, Business Management, Finance, or a related field; or a combination of education and relevant work experience.
  • Certification or training in accounting systems, small business accounting or bookkeeping, is an advantage.
  • Strong foundation in accounting principles, with practical knowledge of invoicing and reconciliation processes.
  • Prior work experience in invoicing, accounts payable, accounts receivable or finance support roles.
  • Experience with MXP highly preferred

Communication Skills

  • Strong proficiency in English, with the ability to read, write, and comprehend invoices, order specifications, and correspondence.
  • Ability to communicate clearly and professionally, both in writing and orally, with vendors and internal teams.
  • Professional demeanor

Knowledge, Skills, and Abilities Required

  • Willingness and ability to learn
  • Strong attention to detail and accuracy in data entry.
  • Knowledge of Outlook and MXP preferred
  • Proficiency in basic accounting and financial calculations (taxes, discounts, adjustments).
  • Basic math, addition, subtraction and percentages
  • Strong organizational and time-management skills.
  • Effective communication and collaboration skills for vendor and inter-department coordination.
  • Ability to adapt to changing priorities while maintaining efficiency.
  • Problem-solving abilities with a proactive approach.
  • Ability to work independently or collaboratively within a distributed team environment.

Job Type: Full-time

Benefits:

  • Additional leave
  • Company Christmas gift
  • Company events
  • Opportunities for promotion
  • Pay raise
  • Promotion to permanent employee

Work Location: In person

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