Accounts Officer (AR & Credit)
2 weeks ago
The position is responsible for the debtor’s function: processing credit application, invoicing, debt collection, AR cashiering, reconciliations and..
The position is responsible for the debtor’s function: processing credit application, invoicing, debt collection, AR cashiering, reconciliations and month end requirements. 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 will 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.
Primary Responsibilities
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 the 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 transactions 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 guest refunds 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, ensuring that they are 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 must be received from the Financial Controller.
- Review the credit worthiness of all existing non-Accor approved clients on a yearly basis.
City Ledger
- Ensure all invoices / statements 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 keep up to date knowledge of credit risks.
- Appropriately manage all delinquent accounts, liaising with debt collectors where needed.
- Review and recommend accounts to be written off, providing appropriate documentation.
Guest Ledger and liaison with Front Office
- Liaise between Accounting Department and Front Office.
- Ensure PM accounts are checked on daily basis and transferred to city ledger within 48hrs from the departure date.
- Review the Advance Deposit ledger to ensure all the balances are either current or for future date.
- Inform Front Office Manager of any deviations from policy by Duty Managers, or Front Office Cashiers that may come to his/ her attention.
- Keep a record of accounts receivable, and subsequently issue invoice and statement promptly. Chase payment whenever it is not received on time.
- Ensure guest refunds are processed in a timely manner as per the hotel policy; with all supporting paperwork and required authorizations.
- To be ready and responsible when assigned to perform any other duties as designated by higher management.
Official account of Jobstore.
