The Accounts Receivable Clerk serves within a high-volume group billing environment supporting the Finance, Sales & Marketing and Sales Catering departments at the hotel.
The team member would be responsible for ensuring audit work is balanced and completed in a timely manner in the hotel's continuing effort to deliver outstanding guest service and financial profitability. Specifically, you would be responsible for performing the following tasks to the highest standards.
This team member supports the Group Billing team by serving as the first point of escalation for their questions, reviewing/auditing their work, and communicating directly with leaders at all levels at our hotel properties. This team member also validates, organizes, and sends the final invoice for complex billing scenarios such as multi-property billing and unique billing requests. This team member represents Cavallo Point Lodge as our Group Billing Concierge, providing expertise, problem resolution, and outstanding service levels to our valued group clients.
Timeliness and accuracy of the work performed by the Accounts Receivable Clerk is critical as this is often the last impression a valuable group client will have of the hotel and brand. Achievement of daily, weekly, and monthly excellence targets while delivering extraordinary customer service to our hotel teams and clients is of utmost importance.
The Accounts Receivable Clerk reports to the Assistant Director of Finance.
ESSENTIAL JOB FUNCTIONS:
- Upholds all company and industry standards pertaining to PCI compliance, guest confidentiality, and accounting best practices.
- Compile, create and reconcile group accounts. Uses hotel sales, financial, and property management systems to reconcile charges posted to group and catering master accounts.
- Calculates contractual concessions (Comp rooms, Commissions, Rebates, Tax Exempt) owed and adjusts accordingly in property management system.
- Researches and resolves missing or discrepant charges to ensure highest levels of billing accuracy.
- Proper review and timely processing of all guest and group billing. Compiles final invoice for hotel group and catering functions for timely delivery to clients and third-party planners.
- Obtain Catering Management approval prior to sending out Invoices to client. Collaborates with other Billing Services and hotel team members to resolve guest billing disputes.
- Maintains strong relationships with hotel Finance, Sales, Catering, and Conference Services team members to ensure client needs are understood and met.
- Performs daily audit of department's financial transactions to ensure accuracy and compliance.
- Ensure proper group methods of payment and authorize or collect estimated balance.
- Monitor and collect on future groups deposit schedules
- Regularly follow-up on previously sent bills to ensure timely collection of payments
- Answer, research and respond to all direct hotel guest billing inquires via phone and email
- Represent the Accounting Department at weekly resume and occasional pre-convention meetings
- Attend Monthly aging and weekly upcoming groups meetings with Credit Manager.
- Prepare for End of Month closing by accruing for monthly commissions and tax exempts while ensuring all current month adjustments are completed.
- Perform all general tasks as requested by the DOF, ADOF or Accounting Manager.
- Maintain an open line of communication between guests, associates and management
- Assist office in any other administrative duties as needed
- Accountable for achievement of metrics and targets associated with the position.
- Balance the daily revenue of miscellaneous postings.
- Assist with the reconciliation and auditing of deposits.
- Audit and reconcile 3rd party revenues and billing.
- Maintain expense tracking schedules for utilities, laundry, leased labor, medical, benefits, and other accounts as assigned.
- Assist with pulling support for internal/external audits.
- Manage filing for the department.
- Responsible for auditing and verifying all revenue transactions, assisting CASD with recording all applicable transactions.
- Back-up/assist with audit and reconcile the daily sales in all hotel outlets and verify them against PMS/POS/Banquet/Catering Reports for accuracy. Follow up with hotel operations and CASD on necessary adjustments.
- Review all discounts that are provided and ensure they are in accordance with hotel policy and procedure.
- Assist with self-audits, spot checks, monthly GC counts, inventory spot checks.
- Assist in researching credit card transaction & gift card variances on a daily basis.
- Back-up GC support and other areas as needed.
- Provide the highest level of accounting support to all guests and other departments as needed.
- Other tasks as assigned.
ESSENTIAL WORK SKILLS AND QUALIFICATIONS:
- The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job with or without reasonable accommodation, using some other combination of skills and abilities
- Must have knowledge of general accounting procedures, specifically those related to accounts receivable.
- Quality, productivity, dependability, customer focus, adaptability.
- Should know about the relevant computer applications
- Must be proficient in contract terminology
- Must have good communication and problem-solving skills
- Physical Activity Frequency
- Walking Frequent
- Climbing stairs – not often/rare.
- Hearing Constant
- Lifting/carrying (#50 lbs.) Occasional.
- High school diploma or equivalent.
- Minimum of 2 years Finance experience for major Hotel Company.
- Ability to work cooperatively with others.
- Ability to maintain confidentiality
- Ability to read, write and speak English effectively
- Ability to communicate effectively both written and verbally
- Ability to work effectively, maintain composure and make decisions in stressful situations
- Ability to organize workload, adapt quickly to change, and deliver under the pressure of deadlines.
- Ability to perform both standard and intermediate spreadsheet functions using Microsoft Excel.
- Proficiency in windows-based computer programs to include e-mail, internet and word processing applications.
- Strong computer skills and ability to learn new computer applications.
- General knowledge of mathematics and accounting principles.
- This team member also validates, organizes, and sends the final invoice for complex billing scenarios such as multi-property billing and unique billing requests.
- Timeliness and accuracy of the work performed by the Accounting Assistant.
- Achievement of daily, weekly, and monthly excellence targets while delivering extraordinary customer service to our hotel teams and clients is of utmost importance
- Upholds all company and industry standards pertaining to PCI compliance, guest confidentiality, and accounting best practices
- Uses hotel sales, financial, and property management systems to reconcile charges posted to group and catering master accounts
- Calculates contractual concessions owed and adjusts accordingly in property management system
- Researches and resolves missing or discrepant charges to ensure highest levels of billing accuracy
- Compiles final invoice for hotel group and catering functions for timely delivery to clients and third-party planners
- Collaborates with other Billing Services and hotel team members to resolve guest billing disputes
- Maintains strong relationships with hotel Finance, Sales, Catering, and Conference Services team members to ensure client needs are understood and met
- Performs daily audit of department's financial transactions to ensure accuracy and compliance
- Collaborates with Training Manager, Team Trainers, and Assistant Director of Finance to maintain training environment focused on continuous improvement
- Regular attendance in conformance with standards
- May be required to work varying schedules to reflect business needs
- Required to attend all training sessions and meetings
