Accounts Receivable Clerk

Accounting Supervisor

POSITION PURPOSE: 

Ensure that the credit extended is collected.

Responsible for the daily processing of Guest credit information, the billing cycle, and for the maintenance of the Accounts Receivable Aging report.

Specifically, this involves the following:

Ensure operations staff follows credit policies to maximize cash flow and minimize bad debt potential. Ensure current billing of accounts receivable invoices to client base. The desired result of efforts is to maintain accounts aging no > than 6% over 60 days or better.  Must develop strong familiarity with the inherent nature, profile and egos of the client base and be able to apply sound judgment when dealing with those persons. The individual will develop strong user skills with the Property Management System, F&B Point of Sale System, PC systems and their software applications.  The individual will be expected to maintain the utmost integrity, and where appropriate confidentiality, in dealing with all information and reports produced/handled. This position is expected to support the Staff Accountant and Director of Finance in accomplishing the goals and objectives as set forth for the entities and the Company.

ESSENTIAL FUNCTIONS: (include the following. Other duties may be assigned)

Financial Competencies/Duties:

• Maintain House Accounts ensuring form of payment, checking out upon departure, emailing client receipts.
• Bill companies within 3 days of approval of invoice from Sales with folio and all receipts for charges that appear on the folio.  Follow up with collection calls (emails) on a regular basis.  Document methods and conversations regarding collection efforts in each file. 
• Research chargebacks and respond before deadline. 
• Post payments appropriately to the correct invoices for each account day of receipt.  Adjustments to accounts should be made immediately and not held.
• Submit credit applications to HCA for approval of direct bill applications.
• Complete tax exempt worksheet daily and provide backup and worksheet do DOF at month end.  Research tax shortages.
• Investigate customer discrepancies and resolve within 24 hours, notifying guest of the resolution.
• Assist as needed in accounts payable or other areas of accounting

DAILY

1. 1. • Maintain the city and guest ledger. Verify the completeness and accuracy of all client account activity. Conduct review cycle of night audit reports issued, verifying accuracy’s on all client account transactions. Process corrective action as warranted.
      • Verify the adequacy of credit for all in house guests by reviewing PMS generated reports on a daily basis and reporting to the Director of Finance of any potential in house credit risk. Recommend required actions to be taken and coordinate with appropriate management.
      • Verify the adequacy of credit for all Catering Functions by reviewing the published 10- day function sheet. Report to the Director of Finance of any potential credit risks.  Recommend required actions to be taken and coordinate with appropriate management.
      • Ensure timely processing of credit applications. Researches to verify reference information and present to Director of Finance for approval or denial. Communicate results with Sales & Catering personnel.
      • Follow and perform scheduled billing of all customer accounts. Provides back up documentation & reviews for accuracy & completeness prior to submitting to clients.
      • Ensure timely response to customer requests and inquiries. Involves Assistant Director of Finance in need periods to ensure rapid response.
      • Resolves disputes/questions on problems with client accounts. Coordinates client account adjustments/corrections with appropriate operating department management. Obtains Managing Director & Director of Finance authorization prior to posting.
      • Ensure posting of all city ledger payments to customer accounts. Ensure discrepancies are resolved on a timely basis.
      • Monitor posting of After Departure Guest Charges, Communication to Guest and collection of same.
      • Handles collection efforts in contacting clients who are delinquent on payment.
      • Ensure timely response and resolution of chargebacks/return checks. Ensure account classification is presented on aging per guidelines.
      • Produce and/or review Credit Alert reports for content and accuracy. Ensure these reports are being produced to operational departments.
      • Respond to communications on an ongoing daily basis. Ensure all paperwork received each day is reviewed and prioritized for actions to be taken.

WEEKLY, BI-WEEKLY

1. 1. • Ensures recording, monitoring, account application & reconciliation of Advance Deposit ledger is conducted.
      • Ensure recording, monitoring, account application & reconciliation of Gift Certificate ledger is conducted.
      • Ensure clearing of “Float” & “Pending” accounts.
      • Ensure clearing of Intercompany accounts.
      • Participation in Pre-Con meetings as scheduled.

MONTHLY

1. 1. • Prepares for and conducts monthly credit meeting in conjunction with the Director of Finance.  Recommends problem accounts for write off and submission to collection service.
      • Monitors collection service activities on write off accounts.
      • Coordinate the month-end generation of A/R account reports and generate a Collection Status Report for inclusion in the Manager’s Letter. 
      • Complete status checklist requirement and forward to Controller, by the 20^th calendar day following the prior month-end.
      • Provide assistance with balance sheet account analysis. Must be completed by the 20^th calendar day following the prior month-end.

QUARTERLY

1. 1. • Ensure adequacy of Allowance for Bad Debt calculation.  Review with and obtain approval from Director of Finance and Managing Director. Prepare adjusting entries and maintain account analysis.
      • Review client files and update credit application, address, contact information etc. where warranted.
      • Ensure client account usage and activity information report is updated and reviewed to enhance marketing opportunities.

ANNUALLY

1. 1. • Ensure all year-end front and back office system-closing procedures are followed for assigned entities, per the software company user guidelines.
      • Assist in preparation of annual Cash Flow budget.

OTHER TIMING CYCLES

1. 1. • Attend/participate in all meetings scheduled as required.
      • Assist the Controller and Director of Finance in maintaining compliance to policy/procedural requirements, as set forth by the company.  Assist in developing and implementing internally issued policies/procedures effecting improvement of the operations and financial results.
      • Perform any/all special projects as assigned by the Director of Finance.

SECONDARY JOB FUNCTIONS

Assist with other Accounting job functions as assigned.

Assist in training of Front Office & Night Audit)

Document maintenance needs on work orders and submit to manager.       

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES:

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Must be technically proficient with all relevant disciplines in Credit and Accounts Receivable procedures.

• Must be able to maintain good relationships with all departments in the Hotel, corporate and owners to promote effective internal control and financial advisory role.

• Knowledge of Hotel accounting and other systems (i.e. Visual One, Opera) and general business systems (i.e. Word, Excel, etc.)
• Knowledge of hotel accounting and other systems (i.e. FSPMS, CI/TY, Micros, Profit Sword, Sage Intacct, Hotel Effectiveness)
• Compute accurate mathematical calculations.
• Fluency in English both verbally and non-verbally.

Ability to:

1. perform job functions with attention to detail, speed and accuracy.
2. prioritize and organize.
3. be a clear thinker, remaining calm and resolving problems using good judgement.
4. follow directions thoroughly.
5. understand guest’s service needs.
6. work cohesively with co-workers as part of a team.
7. work with minimal supervision.
8. maintain confidentiality of guest information and pertinent hotel data.

PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to talk or hear.
• The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and stoop, kneel, crouch, or crawl.
• The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

QUALIFICATION STANDARDS:

Education

College degree in Accounting or Associate Degree in Business Administration preferred.

Experience

2+ years in Accounts Receivable function. Experience should include prior tenure in a full charge Accounting office, preferably having been exposed to the Hotel, and Restaurant businesses. Must understand a monthly financial reporting cycle, and be able to administer its activities.

Licenses or Certificates

None required.

This job description is not an exclusive or exhaustive list of all job functions that an associate in this position may be asked to perform from time to time.