Accounts Receivable Clerk at Accor Hotel

Job Description

Responsibilities

• Verify invoices for accuracy and authorizations. Make sure the approved purchase orders are attached and the invoices signed off by the relevant department head. Any concern on an invoice should be immediately brought to the attention of the Financial Controller.
• Ensure vendor information is up to date in A/P module.
• Ensure invoices processed in the A/P ledger are coded with appropriate supplier and general ledger account codes.
• In the case where there is an interface between the inventory system and the A/P ledger, ensure completeness and accuracy between all invoices received and the system data before importing into the General Ledger.
• Processed invoices need to be held in a file, in alphabetical order, for easy access when preparing payments.
• Responsible for the proper accounting of the Goods and Services Tax in the A/P Ledger.
• Appropriate control measures are taken to avoid any duplicate accounting or payment of invoices.
• Prepare payment runs, strictly following vendor payment terms.
• The detailed payment run report from the accounting system is formally reconciled with the approved invoices and their purchase orders and submitted to  bank signatories for supervision before authorizing the payment run.
• Reconcile suppliers’ statement of account and follow-up for any missing invoices.
• Overseas payments are coordinated with the bank or available online facilities (ie: Amex online).
• Ensure all paid invoices are securely filed away (preferably by batch payment date). System generated remittance advices are attached to the paid invoices.
• At month end, carry out a reconciliation between inventory system ledger and Accounts Payable ledger to ensure the 2 ledgers agree.
• Prepare accruals journal to cover all outstanding purchase orders and goods or services received without an invoice, re-occurring expenses.
• Regularly monitor the A/P ageing report and follow-up on any credit notes/ missing invoices.
• Carry out any other reasonable duties as assigned.
• Respond to change in the Departmental Function as dictated by the Hotel.

City Ledger:

• 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 Trade Debtors’ invoices are accurate; all services invoiced supported by a valid guarantee of payment and the room rates correct.
• Responsible for the timely transfer of the invoices to the city ledger and prompt mailing (or emailing) of the invoices to the debtors.
• Answer debtors’ inquiries promptly and effectively.
• Process all cheques and payments received accurately and on a daily basis.
• 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.
• Ensure that all debtors trading beyond their normal terms are followed up regularly and that the Credit Manager is notified of any accounts that are continually in this situation.
• Process all travel agent commission payments on a weekly basis.

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 commissions.
• Promptly investigate all credit card disputes, liaising with the Front Office and the banks.
• Collate all necessary paperwork to justify credit card refunds and obtain sign off from the management before refunds can be processed.

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 Financial Controller to prepare the balance sheet reconciliation.
• Perform ‘month end close’ of the debtors system (in the rare cases where the AR Ledger is not interfaced to the Accounting system).

Other:

• Carry out any other reasonable duties as assigned.
• Respond to change in the Departmental Function as dictated by the Hotel.

Qualifications

• Previous hotel accounting experience (Minimum 3 years preferred).
• Excellent English language skills
• Familiarity with Financials System, Reporting System, Micros POS, and Excel. 
• Strong analytical, strategic and tactical abilities.
• Team spirit and good attitude
• Versatility and resourcefulness
• Good communication skills and active listener
• Know how to manage priorities and have an ease of adaptation, ability to organize your time