Accounts Officer (AR & Credit)

The Accounts Officer is responsible for processing credit applications, invoicing, debt collection, account receivable cashiering, reconciliation, 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 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. Additionally, they must ensure that the hotel Account Receivable and credit policy and procedure are adhered to by relevant departments.

Accounts Receivable Duties

City Ledger:

1. Assess the customer's creditworthiness by researching various available sources and recommend credit approval or disapproval to the Management.
2. Process all Credit Applications, ensuring that clients are notified promptly and professionally.
3. In the AR module, set up AR accounts for newly approved credits and ensure creditors’ details are correct at all times.
4. Accountable for the accurate processing of all AR accounts.
5. Ensure that all Debtors’ invoices are accurate; all services invoiced are supported by a valid guarantee of payment and the room rates are correct.
6. Check the room rates as reflected in the invoices to ensure they align with the contracted rates accorded to the companies, airlines & agents. Any ad-hoc rates must be communicated to the head of department by the sales manager.
7. Follow up with Sales & Reservations Department if there is a variance in the room rates charged.
8. Responsible for the timely transfer of the invoices to the city ledger and prompt mailing (or emailing) of the invoices to the debtors.
9. Assist in dealing promptly with client queries on city ledger accounts. Answer debtors’ inquiries promptly and effectively.
10. Complete a daily summary of all adjustments related to the City Ledger and ensure that it is distributed as necessary and reconciled with a PMS generated report at the end of the shift.
11. Maintain proper filing procedures.

Credit Cards:

1. Ensure that all credit card transactions are verified for completeness and the accounts formally reconciled on a daily basis.
2. Calculate and accurately post credit card commissions.
3. Promptly investigate all credit card disputes, liaising with the Front Office and the banks.
4. Ensure all guest refunds are processed in a timely manner as per the hotel policy, with all supporting paperwork and required authorizations.
5. Perform monthly credit card payment reconciliation.
6. Ensure the operation procedures are in accordance with PCI-DSS compliance.

Month End:

1. Accurately process all Monthly Statements and mail them promptly.
2. 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:

1. Process credit applications within 10 working days, ensuring that clients are notified promptly and professionally.
2. The creditworthiness of all applicants is formally checked and approval received from the Director of Finance.
3. Review the creditworthiness of all existing non-Accor approved clients on a yearly basis.

City Ledger:

1. Ensure all invoices/statements are issued on a timely basis.
2. Monitor the prompt follow-up of all overdue accounts and minimize recovery delays.
3. Implement effective inquiry response procedures for guests and management.
4. Ensure all travel agent commissions are timely processed and paid.
5. Report on monthly accounts receivable ageing analysis and detailed accounts’ ledgers.
6. Conduct credit meetings at least once a month.
7. Attend Credit Managers Group meetings to remain well-informed about credit risks.
8. Appropriately manage all delinquent accounts, liaising with debt collectors where needed.
9. Review and recommend accounts to be written off, providing appropriate documentation.