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Vacancy
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Job Description
Roles & Responsibilities
What will I be doing?
PO Receiving & Transaction Processing: Perform purchase order receiving in BirchStreet, including full and partial receipts, validation of quantities, pricing, and tax, and generation of receiving records in line with approved purchase orders.
- Invoice Documentation & Workflow Management: Upload, index, and store PO related invoices and receiving records in DocuWare, ensuring accuracy of key data fields and routing invoices to the appropriate Department Heads for approval.
- Manual Purchase Order (MPO) Processing: Create and submit MPOs in the DocuWare MPO Portal for non PO invoices such as employee expenses, petty cash, owner and government invoices, Hilton fees, commissions, guest refunds, and corrections.
- Controls & Compliance: Ensure compliance with PTP policies, segregation of duties, and documentation standards; maintain complete audit trails to support financial controls and audits.
- Exception Handling & Escalation: Identify and escalate data, vendor, or documentation issues (e.g., inactive vendors, incorrect invoice details) to the appropriate SSC, Procurement, or Finance teams.
- Operational Support: Support smooth daily operations by meeting processing deadlines, reducing invoice ageing, and minimizing rework or rejection rates.
- Continuous Improvement: Adhere to standard operating procedures and contribute feedback on recurring issues or improvement opportunities within PTP processes.
- Other Duties: Perform additional tasks as assigned to support effective operation of the PTP function and COE.
Success Measures
- Operational Accuracy: High first time right rates in PO receiving, invoice indexing, and MPO creation with minimal rework or rejection.
- Timeliness: Invoices and receiving records processed within agreed timelines, supporting timely approvals and downstream posting.
- Compliance & Controls: Consistent adherence to PTP policies, audit requirements, and documentation standards with no significant control breaches.
- Customer Experience: Positive feedback from hotels and internal stakeholders, reflected in reduced queries and smoother invoice processing.
This role has no direct reports.
Desired Candidate Profile
The success in this role will demonstrate itself through the following attributes and skills:
- Attention to Detail: Strong focus on data accuracy and document completeness.
- Process Discipline: Ability to follow SOPs and internal controls consistently.
- Collaboration: Works effectively with team members, hotels, and support functions.
- Time Management: Able to prioritize tasks and meet daily processing deadlines.
- Learning Agility: Willingness and ability to quickly learn systems, tools, and processes.
Required Qualifications
- Experience: Entry level to early career experience in finance operations, shared services, accounts payable, or procurement administration.
- Technical Knowledge: Basic proficiency in ERP or finance systems and strong working knowledge of MS Excel; experience with BirchStreet, DocuWare, or similar tools is an advantage.
- Language: Fluent English (written and spoken).
Preferred Qualifications
- Experience in hospitality finance or a shared services environment.
- Exposure to Procure to Pay, Accounts Payable, or purchasing/receiving processes.
- Familiarity with document management systems and approval workflows.
- Diploma or degree in Accounting, Finance, Business Administration, or a related field preferred.
Company Industry
- Hotels
- Hospitality
Department / Functional Area
- Accounts
- Taxation
- Audit
- Company Secretary
Keywords
- PTP Coordinator
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Hilton Hotels
Hilton is the leading global hospitality company, spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For nearly a century, Hilton has offered business and leisure travelers the finest in accommodations, service, amenities, and value. Hilton is dedicated to continuing its tradition of providing exceptional guest experiences across its global brands. Our vision to fill the earth with the light and warmth of hospitality unites us as a team to create remarkable hospitality experiences around the world every day. And our amazing Team Members are at the heart of it all!
https://hilton.taleo.net/careersection/hww_cs_internal_global/jobdetail.ftl?job=2373540&lang=en