Accounts Receivable Clerk

Roles and responsibilities

• Logs on A/R computer with his security code.
• Prints A/R daily edit report-ensuring availability of supporting documents and check same for accuracy.
• Transfers all checked A/R charges/Credits to their respective accounts.
• Prints and files balancing report files supporting documents in their respective files.
• Print A/R internal report and reports any malfunction to the superior.
• Performs A/R daily save and signs the established A/R save log book.
• Performs close day and reports transferable amount to A/R to the Night Auditor.
• Log Off with his security code.
• Prepares statements of accounts as assigned by the Credit Manager, City Ledger supervisor or Chief Accountant.
• Helps C/L Supervisor in reconciling city ledger accounts.
• Prepares staff salary deduction list at the end, under the supervision of the City Ledger Supervisor.
• Prepares required copies of aged trial balance at month end for management review.
• Complies with Hotel’s Health, Safety & Hygiene Policy.
• Performs related duties and special projects as assigned.
  

PEOPLE:

• Promote teamwork and quality service through daily communication and coordination other departments.
  

GUEST EXPERIENCE:

• Respond quickly to guest requests in a friendly manner. Follow up to ensure guest satisfaction.
• Ensure accounting practices, support the guest experience through payment options (example: credit card systems, room charges), inventory controls and financial dispute resolution.
  

RESPONSIBLE BUSINESS:

• Maintain acceptable accounting practices as required by company policy and procedures.
• Follow all the safety procedures.
• Follow financial control procedures and systems; maintain records for internal and external audits; ensure compliance with government regulations and contractual agreements.
• Perform other duties as assigned.
  

ACCOUNTABILITY

This is an Accounting job in a large full-service, luxury, hotel.

What We need from you:

• Bachelor’s degree / higher education qualification / equivalent in Accounting or Finance
• Or three years in hotel accounting or internal audit with one year in a supervisory role
• Or an equivalent combination of education and experience
• Must speak fluent English

Desired candidate profile

1. Invoicing and Billing

• Generating Invoices: Preparing and issuing invoices to clients or customers for products or services rendered, ensuring all billing information is accurate and complete.
• Billing Corrections: Addressing and correcting any errors on invoices, such as incorrect amounts, billing codes, or customer details.
• Timely Invoicing: Ensuring that invoices are sent on time according to the agreed-upon terms and ensuring that all necessary documentation is included.

2. Payment Collection

• Processing Payments: Receiving payments from customers via various methods (check, credit card, ACH transfer, cash, etc.), and accurately recording the transactions.
• Monitoring Due Payments: Monitoring outstanding invoices and ensuring payments are received by the due dates. This may involve sending reminders or contacting clients who have overdue accounts.
• Payment Reconciliation: Verifying that payments match the amounts due and reconciling discrepancies between payments received and the outstanding invoices.

3. Maintaining Customer Accounts

• Updating Records: Keeping accurate and up-to-date customer account records, including payment histories, balances, and contact information.
• Managing Credit Limits: Tracking and reviewing customers' credit limits, ensuring that customers are not exceeding their limits or are put on hold for credit-related issues.
• Processing Refunds: Handling refunds or adjustments as needed, ensuring that all necessary documentation and approvals are in place before issuing refunds.

4. Customer Communication

• Resolving Payment Issues: Addressing and resolving any discrepancies, billing issues, or disputes that customers may have regarding their invoices or payments.
• Customer Inquiries: Responding to customer inquiries about their account status, payment terms, or balance due, either by phone, email, or in writing.
• Sending Payment Reminders: Communicating with clients regarding overdue payments and issuing reminders, following up on accounts that are past due.

5. Account Reconciliation

• Reconciliation of Accounts: Ensuring that all customer accounts are reconciled, verifying that payments received align with the amounts owed, and that accounts are accurate.
• Reporting Discrepancies: Identifying discrepancies between customer payments and invoice records and reporting them to the accounting team for resolution.
• Monthly Close Process: Assisting with the month-end or year-end closing process, ensuring all accounts receivable transactions are properly recorded.

6. Reporting

• Accounts Receivable Reports: Preparing and maintaining accounts receivable aging reports that track outstanding balances and categorize them based on their due dates.
• Financial Reporting Support: Assisting the finance team with generating financial reports, providing them with the necessary data on outstanding accounts and overdue payments.