JOB TITLE: Accounts Receivable Clerk | Addetto/a Amministrativo/a Ciclo Attivo
DIPARTIMENTO: Finance & Accounting
RIPORTA A: Director of Finance & Accounting
REQUIRED SKILLS: Strong Microsoft Excel skills required. Experience with the Opera/Micros PMS is preferred, together with Finance ERP Navision. Master's degree or short degree or Tourism Specialist School and/or Master in Hospitality Management / Business Administration. Good knowledge of English (C1/C2). At least 2 years' experience in the same position.
SCOPE: The overall scope of this role is to handle and monitor all matters relating to customer credit and timely collection of outstanding debts as well as timely issuing of invoices.
The Accounts Receivable Clerk will be responsible for maintaining accurate records of all income and receipts for the hotel. This includes processing invoices, payments, and refunds in a timely and efficient manner. The clerk will also work closely with the hotel accounting team to reconcile daily transactions and prepare monthly reports.
OVERALL OBJECTIVES: To safeguard the financial integrity and stability of the hotel and minimize any exposure to potential risks. To ensure the timely and accurate issuing of invoices and collection of payments and deposits.
DUTIES AND GENERAL RESPONSIBILITIES: Assist sales in establishing customer credit in accordance with Hotel policies and procedures, including but not limited to the application process, reference checks, credit limits, direct bill listing, deposit requirements, and other credit-related activities.Maintain an efficient collection process, which includes an organized filing and tracing system, the distribution of demand letters, monitoring of returned checks and chargebacks, performance of collection calls, and preparation of bad debt write-offs.Attend and contribute to regular meetings (pre-convention, credit, etc.) in order to maintain positive working relationships among employees and improve morale, productivity, and efficiency.Notify your supervisor of any unusual events or deviations from policies or procedures.Monitor and prepare financial reports in accordance with Hotel requirements while meeting various deadlines; for example, month-end aging reports, weekly aging transmission to the Corporate Office, and so on.Monitor the guest ledger, advance deposit ledger, and any other related subsidiary ledgers to ensure proper internal control.Implement credit training in the operating department to include proper credit card, cash, and check acceptance, limits, and direct bill listing approval.Deliver accurate and timely invoices, statements, and schedules to customers (invoices are issued no later than 24 hours after check-out).Ensure that all guests are satisfied within 24 working hours.Respond to customer inquiries effectively and promptly. All issues and/or disputes must be communicated to the operating departments and the supervisor. Payment is collected within 30 days of issuing an invoice.Excellent problem-solving abilities and the ability to think outside the box and challenge the status quo are required.Excellent organizational skills are required, as well as the ability to thrive in a teamwork environment.Multitasking, working under pressure, and meeting deadlines are all required skills.City Ledger Aging is maintained within Kempinski standards.All Kempinski Policies & Procedures are followed.Uncollectable accounts are minimized and written off accurately and on time.MAIN RESPONSIBILITIES: Responsible for following and understanding all Kempinski Policies & Procedures.Responsible for behaving in a professional and harmonious manner and following the Kempinski code of conduct.Responsible for investigating customer's creditworthiness through various available resources (e.g. banks, trace, and credit associations, etc.) and to recommend credit approval or disapproval to management.Responsible for setting and reviewing credit limits for both in-house and City Ledger Accounts.Responsible for reviewing daily the in-house guest credit limits and ensuring that Front Office Management follows up if exceeded.Responsible for recording payments to the City Ledger daily.Responsible for verifying the accuracy of all A/R postings.Responsible for reviewing Travel Agency invoices and deducting the commission before issuing.Responsible for reviewing and understanding groups and catering contracts and the corresponding billing arrangements.Responsible for investigating disputed charges and following up when necessary.Responsible for reviewing uncollectable accounts and recommending write-offs.Responsible for reconciling the control accounts on a monthly basis.Responsible for preparing and sending statements for outstanding City Ledger accounts and pending deposit payments.Responsible for answering and following up on customer inquiries on a timely basis.Responsible for performing any additional duties assigned by Management and assisting in other areas of Accounting as needed.Responsible for communicating with supervisor on any discrepancies in payments or other potential problems.Additional responsibilities and tasks can be added at any time according to the needs of the business and of the hotel.
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