Summary:
Maintain Hotel’s Accounts Payable and Receivable function to include timely and accurate payment of vendors/suppliers and to keep accurate accounts payable / receivable records and information.
Responsibilities
- Review all accounts to ensure that they are within the corporate guideline. Research duplicate invoices or copies before processing payments.
- Ensure that all invoices are attached to the check before sending them for signature.
- Reconcile vendor statement balances to open invoices monthly.
- Ensure all A/P reports are kept in storage in compliance with the hotels established retention period.
- Must have knowledge of breakdown of accounts to include direct bills, credit cards, club members, advance deposits, and gift certificates.
- General knowledge of front office systems as it relates to accounts receivable.
- Understand the basics of hotel’s accounts receivable system to include guest ledger, city ledger, and credit cards.
- Prepare adjustments to city ledger accounts, credit card master folios and post through front office system.
- Respond to all charge backs in timely manner to ensure reduced adjustments of revenue.
- Records all chargeback on city ledger and maintains account at current status.
- Make posting to necessary accounts from the check list.
- Compile, reconcile, and mail accounts receivable invoices to customers within Quorum Hotels billing frequency standards.
- Research and process customer claims of invoice payment.
- Answer guest and group phone inquiries and follow up using proper phone etiquette and phone procedures within one business day.
- Call and/or mail correspondence to customers as necessary in order to update accounts.
- Assist with related special projects, as required.
- Maintain working relationship with the Sales and Catering Departments.
- Knowledge of each position in the accounting department and how they affect the operations of the hotel.
- Review all accounts transferred from Guest Ledger to City Ledger on a daily basis.
- Post all advance deposits received from Sales and Catering Departments.
- Post daily 'no show' charges.
- Post 'history tour' charges and other miscellaneous postings.
- Have working understanding of gift card processes and serve as primary posting representative for complimentary and billed gift cards.
- The advanced Accounts Receivable Clerk will be responsible for maintaining FIT (tour) billings on a timely basis.
Other Information
SKILLS
- Basic knowledge of bookkeeping filing systems and basic knowledge of accounting operations to include all aspects such as A/R, A/P, etc.
- Basic mathematical skills and ability to operate a 10-key by touch.
- Possess ability to access and accurately input information using a computer. Familiarity with computer systems, including Excel and Word.
- Ability to effectively deal with guests’, vendors’, and associates concerns in a friendly and positive manner. This involves listening to the nature of concern, demonstrating empathy with every customer and providing positive and proactive solutions.
- Ability to read, write, and speak English sufficient to understand and communicate. Must have excellent telephone etiquette skills.
- Ability to do repetitious work, as well as work quickly and neatly.
- Must be a detail oriented individual.
EDUCATION/EXPERIENCE
- Any combination of education and experience equivalent to graduation from high school or any other combination of education, training, or experience that provides the required knowledge skills and abilities.
- High school diploma or GED required.
- Must have one-year experience in a similar size operation. Hotel experience and A/P & A/R experience preferred.
WORKING CONDITIONS
Physical activities include seating most of the time. Considerable repetitive motion of hands and wrists as relates to the use of a computer keyboard and other office machines. Dexterity of hands and fingers to do repetitive work for extended periods of time may be required. Requires occasionally lifting and or carrying articles such as dockets, ledgers, and small tools.
Location Code: 2524
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