Account Receivable Supervisor/Giám sát Kế toán công nợ

• To be responsible for the Hotel debtors’ function: processing credit applications, invoicing, debt collection, AR cashiering, reconciliations and month end requirements.

• To supervise the AR Officers

RESPONSIBILITIES AND MEANS

• To ensure the accuracy of all charges and credits to the various debtor accounts and ensure they are posted on a timely basis.

• The preparation and mailing of account statements to customers on a timely basis and to monitor the subsequent collection of all accounts.

• To conduct all necessary credit checks on all new credit applicants, to make recommendations according to existing credit policies and to maintain details of credit given to customers.

• The completion and updating of all individual debtor records.

TECHNICAL RESPONSIBILITIES

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.

• Ensure all invoices / statements are issued on a timely basis.

• Monitor the prompt follow-up of all overdue accounts and minimize the recovery delay.

• Implement effective inquiry response procedure for guests and management.

• Ensure all travel agent commissions are timely processed and paid.

• Report on monthly accounts receivable ageing analysis and detailed accounts’ ledgers.

• Conduct credit meetings at least once a month.

• Attend Credit Managers meetings to keep up to date knowledge of credit risks.

• Appropriately manage all delinquent accounts, liaising with debt collectors where needed.

• Review and recommend accounts to be written off, providing appropriate documentation.

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.

Guest Ledger and liaison with Front Office:

• Liaise between the Accounting Department and the Front Office.

• Ensure PX and PM accounts are checked on daily basis and transferred to city ledger within 48hrs from the departure date.

• Review the Advance Deposit ledger to ensure all the balances are either current or for future date.

• Inform the Front Office Manager of any deviations from policy by Assistant Managers, or Front Office Cashiers that may come to his/ her attention.

• Ensure guest refunds are processed in a timely manner as per the hotel policy; with all supporting paperwork and required authorizations.

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).

More details to be discussed during interview