Accounting Generalist - AP & AR Assistant

Hotel Arts Group is currently seeking an Accounting Generalist - Accounts Payable & Accounts Receivable Assistant to join our Finance team. 

The Accounting Generalist is an entry-level finance role providing accurate, timely accounts payable and event and general invoicing for Hotel Arts Group, including Hotel Arts and Hotel Arts Kensington. Under Intermediate Accountant guidance and established procedures, the role processes supplier invoices, supports payment runs, and issues invoices using approved information. It works with the Events Team to confirm billing details, obtain documentation, and resolve routine discrepancies, maintaining accurate records and professional relationships. The candidate is organized, detail-oriented, comfortable with numbers, and eager to learn.

Key Responsibilities:

• Process supplier invoices, expenses, and credits accurately to the appropriate general ledger accounts within payment timelines, with proper documentation and authorization for all departments at Hotel Arts and Hotel Arts Kensington, including Administration, Front Office, Maintenance, Events, and Restaurant outlets.
• Verify invoices against purchase orders, receiving documents, approved purchases, contracts, and agreed pricing where applicable; investigate quantity, pricing, tax, duplicate-invoice, approval, and receiving discrepancies before payment.
• Coordinate with department leaders on approvals and invoice issues; monitor workflow and follow up on overdue approvals or missing documentation. Maintain positive supplier relationships, reconcile statements, and resolve account differences.
• Prepare and support cheque runs and electronic payments within authorization controls, recording disbursements accurately. Process and audit expense reports for policy compliance.
• Maintain accurate vendor records, payment documents, supporting schedules, and digital and physical files for audit readiness and internal controls. Post routine AP and invoicing entries using manual and computerized systems, maintain balanced ledgers, and reconcile assigned accounts.
• Identify AP process improvements as invoice automation and electronic workflows are introduced.
• Issue event, transient, general, and manual invoices for charges not generated automatically, using approved billing details, agreed pricing, and supporting documentation.
• Confirm billing contacts, charges, deposits, adjustments, and final details with the Events Team. Check customer information, descriptions, amounts, taxes, and payment terms, and accurately reflect deposits and approved credits or adjustments in final invoices.
• Follow up with Events and Finance on missing information and routine discrepancies; escalate unresolved issues to the Intermediate Accountant. Maintain invoice records and documentation and provide month-end invoice schedules.
• Support month-end AP accruals, related prepaid entries, reviews, assigned reconciliations, and invoicing schedules; provide supporting schedules for year-end reporting.
• Ensure AP and invoicing transactions are accurately recorded and classified for financial statements. Provide financial records, internal summaries, and requested statistical, financial, and accounting reports for management review and decision-making.
• Investigate financial discrepancies and escalate unresolved variances to the Intermediate Accountant; provide assigned AP and invoice support to Accounts Receivable and Finance.

Qualifications:

• Hotel/Resort experience in an Accounting setting required
• 1-2 Years’ experience in a similar Accounting position
• Proficiency with Opera PMS software required
• Highly proficient with Microsoft Office products
• Must possess excellent communication skills - both written and verbal
• Must have excellent customer service skills
• Must be able to work as a team
• May be subject to a background check

 

To learn more about Hotel Arts, please visit our website at: www.hotelarts.ca

Applicants who do not already have legal permission to work in Canada will not be considered.

Please be advised that only candidates selected for an interview will be contacted.

Hotel Arts Group is an Equal Opportunity Employer.