Main responsibilities
Customer relations
Professional techniques / Production
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 check 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 Cred
it 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).
Team management and cross-departmental responsibilities
Assures the interface between all hotel departments and service-providers if necessary.
Helps train and develop other in the team.
Commercial / Sales
Management and administration
Respects procedures governing invoicing and cash operations
Manages the cash under his/her responsibility
May be asked to undertake administrative tasks as needed
Hygiene / Personal safety / Environment
Ensures that the workplace remains clean and tidy
Knows and applies the hotel's safety regulations (in case of fire etc)
Ensures the safety of people and property
Respects the hotel's commitments to the "Environment Charter" (saving energy, recycling, sorting waste etc)
