The Accounts Officer is responsible for processing credit application, invoicing, debt collection, account receivable cashiering, reconciliation and month end requirement. He/ She must ensure the accuracy of all charges and credits to the various debtor accounts and ensure they are posted on a timely basis. The Accounts Officer has to manage the overall credit and receivable collection functions of the hotel in the most efficient manner in order to minimize the no-payment of accounts and potential bad debts. Also, to ensure that the hotel Account Receivable and credit policy and procedure is adhered by relevant departments.
Accounts Receivable Duties
City Ledger:
· To assess the customer's credit worthiness by research through various available sources and to recommend credit approval or disapproval to the Management.
· Process all Credit Applications, ensuring that clients are notified promptly and professionally.
· In the AR module, set up AR accounts for newly approved credits and ensure creditors’ details are correct at all times.
· Accountable for the accurate processing of all AR accounts.
· Ensure that all Debtors’ invoices are accurate; all services invoiced supported by a valid guarantee of payment and the room rates correct.
· Check the room rates as reflected in the invoices are in line with the contracted rates accorded to the companies, airlines & agents. Any ad-hoc rates, the head of department has to be aware of the rates given by the sales manager.
· Follow up with Sales & Reservations Department if there is a variance in the room rates charged.
· Responsible for the timely transfer of the invoices to the city ledger and prompt mailing (or emailing) of the invoices to the debtors.
· Assist in dealing promptly with client queries on city ledger account. Answer debtors’ inquiries promptly and effectively.
· Complete a daily summary of all adjustments related to the City Ledger; ensure that it is distributed as necessary and reconciled with a PMS generated report at end of shift.
· Maintain proper filing procedures.
Credit Cards:
· Ensure that all credit card transaction are verified for completeness and the accounts formally reconciled on a daily basis.
· Calculate and accurately post credit card commissions.
· Promptly investigate all credit card disputes, liaising with the Front Office and the banks.
· Ensure all guest refund are processed in a timely manner as per the hotel policy; with all supporting paperwork and required authorizations.
· To preform monthly credit card payment reconciliation.
· Ensure the operation procedures are in accordance with PCI-DSS compliances.
Month End:
· Accurately process all Monthly Statements and mailed promptly.
· Ensure that all Month End reports are printed and forwarded to the Director of Finance to prepare the balance sheet reconciliation.
Credit Control Duties
Credit applications:
· Process credit applications within 10 working days, ensuring that clients are notified promptly and professionally.
· The credit worthiness of all applicants is formally checked and approval received from Director of Finance.
· Review the credit worthiness of all existing non-Accor approved clients on a yearly basis.
City Ledger:
· Ensure all invoices / statement are issued on a timely basis.
· Monitor the prompt follow-up of all overdue accounts and minimize the recovery delay.
· Implement effective inquiry response procedure for guests and management.
· Ensure all travel agent commissions are timely processed and paid.
· Report on monthly accounts receivable ageing analysis and detailed accounts’ ledgers.
· Conduct credit meetings at least once a month.
· Attend Credit Managers Group meetings to remain well informed credit risks.
· Appropriately manage all delinquent accounts, liaising with debt collectors where needed.
· Review and recommend accounts to be written off, providing appropriate documentation.
