Assistant Accountant - Hospitality

Job Title: Accounts Assistant

Location: Nairobi

Reports to: Financial Controller / Senior Accountant

Budget: KES 40,000 – 45,000 Gross 

Key Responsibilities 

1. Accounts Payable & Receivable 

Process supplier invoices accurately, ensuring they are coded correctly and match purchase orders (POs) and goods received notes (GRNs). 

Prepare payment vouchers and schedule payments to suppliers, ensuring timely settlement within credit terms. 

Issue accurate invoices to corporate clients and travel agents promptly. 

Monitor accounts receivable aging, follow up on overdue accounts, and post receipts to customer accounts. 

Reconcile supplier statements and resolve any discrepancies. 

2. Financial Accounting & Reconciliation 

Perform daily revenue audits to ensure all sales from Front Office (PMS) and Food & Beverage outlets (POS) are captured and posted correctly. 

Reconcile daily cash receipts against system reports and prepare bank deposits. 

Assist in the reconciliation of bank statements, petty cash, and float accounts. 

Maintain the fixed asset register and prepayment schedules. 

3. Month-End Procedures 

Assist in preparing month-end journals, including accruals, prepayments, and depreciation. 

Support the Financial Controller in generating monthly financial reports (P&L, Balance Sheet). 

Prepare detailed analysis of revenue streams (rooms, F&B, laundry, etc.) for management review. 

Ensure all supplier invoices for the month are accrued for before the closing of the books. 

4. System Management 

Utilize QuickBooks for general ledger entries, invoicing, and financial reporting. 

Operate the Hotel Property Management System (PMS) to verify guest folios and city ledgers. 

Use the POS system to verify daily sales from restaurant, bar, and other outlets. 

5. Compliance & Administration 

Ensure compliance with statutory deductions (PAYE, NSSF, NHIF, VAT) and ensure timely remittance. 

Maintain organized filing systems for all financial documentation (vouchers, invoices, receipts). 

Assist with internal and external audit preparations by providing necessary documentation. 

Required Qualifications & Experience 

Education: 

CPA Part III (or equivalent) is mandatory. 

Diploma in Finance, Accounting, or a related field is strongly preferred. 

Experience: 

Minimum 2–3 years of working experience in a similar role, specifically within the Hotel/Hospitality industry (A MUST). 

Proven hands-on experience with Hotel Property Management Systems (PMS) and POS systems  is non-negotiable. 

Technical Skills: 

Proficiency in QuickBooks is required. 

Advanced proficiency in Microsoft Excel (Pivot tables, VLOOKUPs). 

Key Competencies 

High level of accuracy and attention to detail. 

Strong integrity and ability to handle confidential financial data. 

Excellent time management skills to meet strict month-end deadlines. 

Effective communication skills for liaising with department heads (F&B, Front Office) regarding revenue and costs.