Accounts Payable Agent

ABOUT EATON WORKSHOP: Eaton Workshop is a mission-driven global hospitality company dedicated to shaping a better world based on values of inclusivity, integrity, and imagination and driven by a triple bottom line of people, planet, and profit (social, environmental, and financial). Founded by Hong Kong-born Asian-American Katherine Lo in 2018, she started Eaton to reimagine how hotels can be a platform for creativity, community, and social and environmental impact. Eaton Workshop''s physical and digital spaces are a place for kindred spirits to commune, collaborate, and make an impact. Our properties, Eaton DC in Washington DC and Eaton HK in Hong Kong, champion our brand pillars: Impact (social and environmental impact), Culture (the arts, music), Media (radio, film), Wellness (holistic health), and House (members workspace), as well as beautifully designed, ethical hotel and Food & Beverage offerings. We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, local, and international laws. We welcome professionals who believe in our mission and can demonstrate parallel or applicable experience and skills to help us achieve it. We are looking for people who embody integrity, inclusivity, compassion, humility, an open mind, a growth mindset, and a collaborative spirit. We are not looking for people who pursue ego and self-gain, who aren''t a team player, who don''t act in the interests of the company, and who don''t support our mission. Ultimately, we are looking for people who carry an adaptive growth mindset, can build on their expertise, collaborate across disciplines, and see the higher purpose in going beyond the status quo. POSITION DESCRIPTION Under the general guidance of the Assistant Hotel Controller, the Accounting Clerk is responsible for ensuring the financial controls, financial systems, records and reporting are accurate and in compliance. Primary duties will include maintaining purchase order system, Fixed Asset Registrar, Contract and Agreement record keeping and processing Accounts Payable. PRIMARY JOB RESPONSIBILITIES: • Main point of contact for purchase order system inquiries, training and system administration (create/terminate users according to company policy, load checkbooks, etc.) Maintain system by ensuring POs are closed in a timely manner and following-up with users as required. Prepare month end accrual of all Purchase Orders received but not yet posted in to Accounting System• Ensure all invoices are input in to accounting system according to Generally Accepted Accounting Principles and internal standard operating procedures. • Maintain electronic vendor files and create creditor accounts in Accounting system once all required approvals and documentation is received, such as W-9 and Certificate of Insurance.• Scan and save all invoices and maintain electronic vendor files.• Main point of contact for all vendor and employee purchase order and accounts payable inquiries. Research and follow-up on all vendor statements to ensure all payments are processed in a timely manner.• Process check, ACH payments on a weekly basis or as needed and route for signature approvals. Mail or overnight checks as necessary. Follow-up on any long outstanding checks.• Assist in preparing annual 1099 IRS filing.• Maintain schedule of standard & recurring invoices payments. Follow-up on missing invoices and prepare month end accrual for all outstanding expenses.• Maintain fixed asset registrar according to internal procedures including adding and disposing assets and balancing registrar to general ledger. Produce monthly reports and load annual budget and projects.• Maintain contract and agreement tracking system and alert appropriate department heads of expiring contracts and agreements. Follow-up as needed.• Obtain Certificate of Insurance meeting minimum requirements for all vendors working on property. ADDITIONAL RESPONSIBILITIES: • The Eaton Finance Department is a team of finance professionals that will be cross trained in all aspects of hotel accounting functions. The main functions consist of month end closing, balance sheet reconciliations, payroll preparation and review, cashiering, income audit, accounts payable and accounts receivable. This cross training will expose the Fellows to the main core of financial responsibilities as listed below.• Ensure all local and state taxes are deposited and related reports are filed according to established deadlines.• Assist in the preparation and review of the monthly financial results.• Prepares balance sheet reconciliations on a monthly basis and all variances cleared on a monthly basis.• Assist with the month-end closing process by preparing and posting journal entries.• Ensures all invoices are reviewed for proper documentation, keyed and paid on a timely basis.• Verify the accuracy of the daily revenue and ensure all settlements are balanced and complete.• Prepare the Daily Income Audit Package for management review.• Prepare the Daily Revenue Report for management review.• Ensure the timely and accurate billing of all customer accounts and all customer queries are resolved in a timely manner.• Responsible to ensure the hotel has an adequate supply of funds for operations and the receipt/disbursement of cash is properly controlled and accounted for.• Employee payroll is accurate and timely including correct timekeeping, pay rates, and deductions. Assist in the preparation of any ad-hoc audits or reports as requested by Assistant Controller or Staff Accountant. • Maintain good relationships and communication with all employees to promote effective internal controls and accurate financial records. PHYSICAL: • Periods of standing exceeding 75% of shifts are required• Position is a very physical and active position• Requires ability to lift, reach, bend, stoop, scrub, scour, stand and walk continuously, repetitive motions, climb stairs, and push or pull heavy equipment• Ability to lift up to or more than 50 pounds including pushing and pulling on daily basis• Manual ability to use, carry and operate all necessary equipment• Ability to follow instructions, directions, and meet deadlines, including the thorough cleaning of a minimum number of rooms as specified by management• Ability to work alone in an established routine KNOWLEDGE & EXPERTISE: • Knowledge of hotel accounting operations to include all aspects such as accounts receivable, accounts payable, etc.• Strong mathematical, spreadsheet and accounting application skills.• Any combination of education and experience equivalent to high school diploma. Some college preferred.• Ability to speak, communicate and read effectively in English, both verbally and in writing.• Capable of working in fast paced environment and possess high level attention to detail.• Must possess excellent interpersonal skills, are gracious, friendly and work well with others.

Created: 2025-11-01