Accounts Payable Executive

Company Description

RARE Hospitality & Services Pvt Ltd is a leading facility management company with over 30 years of experience and a strong Pan-India presence. As the Integrated Facility Management (IFM) arm of the SIS Group Enterprise, we deliver comprehensive solutions across diverse sectors such as healthcare, hospitality, BFSI, education, and manufacturing. Our expertise includes pioneering facility management practices for the healthcare industry, featuring services like environmental cleaning, pottering, and engineering services. With our innovative approach, we strive to provide reliable and tailored solutions to meet client needs.

Role Description

The Accounts Payable Executive will be responsible for managing the companys payables process, ensuring timely and accurate vendor payments, verifying invoices, reconciling accounts, and maintaining strong relationships with suppliers and internal departments. The role is critical in ensuring cost control and compliance with company policies, especially given the high volume of vendor transactions typical in the facility management industry.

Key Responsibilities

Invoice & Payment Processing

• Receive, verify, and process vendor invoices in accordance with purchase orders, contracts, and company policies.
• Match invoices with work completion certificates, service entries, or material delivery notes from operations teams.
• Ensure appropriate approvals and coding of invoices to correct cost centers and GL accounts.
• Schedule and prepare payments (cheques, bank transfers, or online payments) within agreed credit terms.
• Process petty cash reimbursements and staff expense claims.

Vendor Management

• Maintain and update vendor master data, ensuring accuracy of banking and tax details.
• Reconcile vendor accounts periodically and resolve discrepancies or disputes promptly.
• Communicate with suppliers regarding payment status, missing documentation, or invoice queries.

Accounting & Reporting

• Post journal entries related to payables, accruals, and prepayments.
• Assist in month-end and year-end closing activities including aging analysis, accruals, and reconciliations.
• Prepare accounts payable reports, cash flow forecasts, and expense analyses.
• Support internal and external audits with all relevant documentation.

Compliance & Controls

• Ensure compliance with local accounting standards, taxation laws (e.g., GST, TDS), and company policies.
• Maintain proper documentation and filing for all payable-related records.
• Support implementation of process improvements and automation initiatives.

Key Skills & Competencies

• Strong knowledge of accounts payable processes, accruals, and reconciliations.
• Experience in working with vendors, contractors, and service providers (preferably in FM, construction, or real estate sectors).
• Proficiency in ERP/accounting systems (e.g., SAP, Oracle, Tally, MS Dynamics, or Yardi).
• Excellent attention to detail, time management, and communication skills.
• Strong understanding of GST, TDS, and other statutory compliance.
• Ability to work under pressure and manage multiple priorities.

Qualifications & Experience

• Bachelor’s degree in Commerce, Accounting, or Finance (B.Com / M.Com / MBA Finance).
• 5+ years of experience in Accounts Payable, preferably in the Facility Management, Real Estate, or Service industry.
• Proficiency in Microsoft Excel and ERP systems.