Accounts & Inventory Control Clerk

Job Summary

The Accounts and Inventory Control Clerk is responsible for supporting the organization’s financial operations, procurement cycle, and inventory management. This position is responsible for processing and recording financial transactions/invoices, Requisitions, preparing purchase orders, coordinating with vendors, and ensuring the timely receipt of goods and services. In addition, the clerk oversees storekeeping functions such as maintaining accurate stock levels, organizing storage areas, conducting regular inventory counts, and ensuring proper documentation for all incoming and outgoing materials.

The role requires strong attention to detail, familiarity with procurement and accounting procedures, and the ability to maintain accurate records across multiple functional areas. By ensuring efficient purchasing processes, reliable inventory control, and accurate financial tracking, the clerk supports operational continuity and cost‑effective resource management within the organization.

Education & Experience
• High School diploma or equivalent required.
• College course work in related field helpful.
• Experience in a hotel or a related field preferred.
• Ability to focus on details and resolve numerical problems,
• Ability to communicate (written & verbal) in English with guests, management, and employees.
• High level of customer service skills a plus.
• Prioritize, organize, and follow up, maintain confidentiality of pertinent hotel data.
• The ideal candidate must understand and operate Excel and other computer programs with ease.

Supervisory Experience: No supervisory experience.

Cost Assessments skills
• Demonstrated experience with key operational and financial systems, including POS 
platforms and Microsoft Office tools, supporting procurement, financial reporting, and 
operational efficiency; experience with BirchStreet, Coupa and POS is considered a plus
• Ability to optimize system usage for purchasing invoice processing, vendor 
management, and inventory control.

Job Duties & Responsibilities
• Approach all encounters with guests and employees in a friendly, service-oriented manner.
• Maintain regular attendance in compliance with Hyatt standards, as required by
• scheduling which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which include wearing 
the proper uniform and name tag when working as per Hyatt standards.
• Always comply with Hyatt standards and regulations to encourage safe and efficient hotel operations.
• Maintain a filing system for direct billing.
• As directed by department leaders, assist the Property Accountant with Purchasing and Cost Control Team.
• Create and issue purchase orders based on approved requisitions. 
• Ensure purchase requests are complete and properly authorized. 
• Track and follow up on pending orders with vendors.
• Maintain updated vendor information and price lists.
• Compare quotes and identify cost-saving opportunities.
• Coordinate deliveries and ensure items received match purchasing documents.
• Assist Purchasing Manager and Cost Controller for Price comparison and market survey.
• Receive, verify, and process supplier invoices.
• Match invoices with approved purchase orders and invoices.
• Ensure all food‑related purchases and receiving procedures comply with HACCP 
standards, including proper temperature checks, safe handling, and documentation.
• Ensure proper coding of expenses to correct GL accounts.
• Reconcile vendor statements and resolve discrepancies. Any deviation needs to be immediately highlight to department leaders.
• Ensure compliance with company policies and audit requirements.
• Assist with month-end closing tasks.
• Prepare accruals for unbilled invoices or those deliveries that are received based on the proforma invoice or delivery notes.
• Support internal and external audit requests.
• Issue items to departments based on approved requisitions.
• Coordinate with F&B, Culinary, Housekeeping, and Engineering to ensure timely supply.
• Communicate low-stock alerts and product shortages to all the department heads.
• Maintain accurate inventory records for food and beverages.
• Conduct daily, weekly, and monthly inventory counts as required.
• Reconcile physical counts with system balances and investigate discrepancies.
• Monitor stock levels and notify Purchasing and department leaders when items need replenishment.
• Label and categorize all products for proper identification and traceability.
• Post receiving entries into the Birchstreet/Coupa daily.
• Assist in Finance with monthly cost reports and audit checks.
• Assist with other accounting duties as directed by the department leaders.
• Assist with filing of Accounting Paperwork.
• Interacting and occasionally having unsupervised contact with guests and/or colleagues
• Access and control to sensitive areas in the hotel premises, including bank 
reconciliation and proprietary financials.
• Appropriately handle and manage confidential information including proprietary and 
trade secret information and access to information technology systems.

Working with Others

• Support all co-workers and treat them with dignity and respect.

• Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and 
confidentiality.
• Develop and maintain positive and productive working relationships with other 
employees and departments.
• Actively listen to and consider the concerns of other employees, responding 
appropriately and effectively.

Physical Tasks
• Enter and locate work-related information using computers and/or point of sale systems, procurement system ex. Birchstreet, Coupa, Oracle, JDE.
• Move, lift, carry, pull, and place objects weighing less than or equal to 10 pounds without assistance.

Additional Responsibilities
• Attend operational departmental standups or meetings if required to share common information to the team.
• Ensure compliance with company and hotel policies, including safety and operational standards.
• Perform other duties as requested by the immediate supervisor and department leaders.

Working Conditions/Environment
The following outlines the work environment employees will encounter while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.