Accounts Payable Specialist

Role Overview

The Accounts Payables & Treasury Executive/Manager will be responsible for end-to-end vendor payments, supplier reconciliations, treasury management, cash-flow planning, and compliance for Pickyourtrail’s outbound travel business. The role ensures timely settlements, strong working-capital hygiene, accurate books in Zoho Books, and a high-trust ecosystem with global suppliers.

Key Responsibilities

1. Accounts Payables (AP) – Core Execution

• Process supplier invoices across destinations (Maldives, Bali, Europe, etc.) with strict adherence to internal SLAs.

• Verify bookings, vouchers, cost sheets, rate cards, and approvals before payment.

• Ensure correct tax treatment (GST, TCS, RCM if applicable) for all AP entries.

• Coordinate with Sales, Supply & Ops teams for booking confirmations, amendments, cancellations, reissued vouchers, and refunds.

• Maintain clean vendor ledgers—zero ageing, zero mismatch.

• Monitor advance payments (hotel, DMC, activity partners) and adjust against final invoices.

• Handle high-volume payments during peak seasons while maintaining accuracy.

2. Vendor Management & Reconciliation

• Perform monthly reconciliation with all suppliers (DMCs, hotels, airlines, activity partners).

• Identify and resolve discrepancies in rates, room categories, nights, currency conversion, cancellations, and refunds.

• Track PLB, PIC & incentive reconciliations with supply partners.

• Maintain updated vendor master data (banks, SWIFT codes, GSTIN, agreements, credit terms).

• Build strong relationships with suppliers and ensure timely follow-up for invoices, credit notes, and statements.

3. Treasury & Cash Flow Management

• Plan and execute daily payment runs based on priority, departure dates, and available float.

• Monitor customer collections, supplier payouts, and maintain accurate cash-flow visibility.

• Manage foreign currency payments (USD/EUR/IDR/MVR/…) and ensure efficient FX conversion.

• Track region-wise float (Maldives, Europe, Bali, Vietnam) and ensure no negative float.

Prepare weekly treasury reports:

• Cash flow forecast

• Bank balances

• Pending AP

• Expected collections

• FX exposures

4. Compliance & Controls

• Ensure full documentation for every payment—voucher, booking trail, approvals, invoice.

• Strengthen internal controls:

• Maker–checker

• Payment approval matrix

• Vendor onboarding process

• Audit-ready documentation

• Support statutory and internal audits by preparing all AP schedules.

• Adhere to SOPs, loss-control guidelines, and finance policies of Pickyourtrail.

5. Zoho Books & System Excellence

• Enter AP bills, credits, journals in Zoho Books with high accuracy.

• Assist with Zoho Books migration tasks (clean-up, mapping, validations).

• Reconcile vendor balances monthly in Zoho.

• Maintain payment logs, tracker sheets, and cross-functional dashboards.

6. Cross-Functional Collaboration

• Work closely with:

• Sales (booking approvals, amendments)

• Supply (rate issues, vouchers, cancellations)

• Ops (confirmation of travel completion)

• Customer Experience (refunds, escalations)

• Provide regular updates to Finance Controller on AP ageing, float, and cash-flow.