Accounts Receivable Clerk - DoubleTree by Hilton Miami Airport Convention Center

BLURB & BENEFITS

Job Summary: Responsible for maintaining ledgers and records of hotel receivables and posting all transactions incurred in accordance with Hotel standards. Reconciles daily statements and month-end balancing of receivables.

Qualifications

Education & Experience:

• College degree, accounting major, High School graduate.
• Two year(s) Accounting experience
• Ability to communicate in English with guests/visitors/vendors and hotel staff to their understanding.
• Ability to provide legible communication, compute mathematical calculations.
• Experience with computers, calculators or word processors.
• Fluency in a second language, preferably Spanish.

Physical Requirements;

• Ability to remain stationary at assigned post for extended periods of time.
• Sedentary work, exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

General Requirements:

• Ability to input and access information into the property management system.
• Ability to maintain concentration and think clearly.
• Ability to focus on details and resolve numerical problems.
• Ability to prioritize, organize and follow up.
• Ability to maintain confidentiality of pertinent hotel data.
• Ability to promote positive relations with hotel guests and staff alike.
• Ability to provide clear and pleasant telephone communication.
• Ability to perform job functions with minimal supervision.
• Ability to work cohesively with other departments and co-workers as part of a team.
• Prior training in guest relations and or Accounting.
• Prior experience in Front Office.

Duties & Functions

Fundamental Requirements:

• Maintain complete knowledge of and comply with all hotel/departmental policies and procedures.
• Maintain complete knowledge of property management system and manual procedures.
• Maintain complete knowledge of correct maintenance and use of equipment; use equipment only as intended.
• Set up and organize workstation with designated supplies, forms and resource materials; maintain cleanliness at all times. Report shortages to supervisor.
• Answer telephone within 3 rings, using correct salutations and telephone etiquette.
• Be familiar with all hotel services/facilities to respond to guest inquiries accurately. Promote positive guest relations.
• Be familiar with all hotel packages, promotions, prices and rates to best service guests.
• Retrieve previous day's Accounting back-up from Night Audit and Front office.
• Print all city ledger accounts with a balance; verify accuracy of all accounts to be direct billed. Process remaining non-direct bill accounts according to departmental standards. Resolve discrepancies with Front Office Manager and/or Credit Manager. Distribute reports as designated.
• Transfer direct billing accounts from city ledger to accounts receivable and file.
• Load statement paper into printer, align and print all statements for accounts transferred into A/R since last first billing run. Obtain back-up information indicating detail of charges, include with statement and mail. File Accounting copies.
• Print aging report indicating all statements mailed after 10 days of first billing and submit to Credit Manager. Assist in calling clients to verify receipt of bills.
• Print aging report for all accounts 30 days past due and submit to Credit Manager. Print 30 day dunning letters for each account indicated by Credit Manager. Follow specified instructions for other accounts. File letter copies.
• Print aging report for all accounts 45 days or more past due and submit to Credit Manager. Print payment demand letters for accounts as instructed by Credit Manager and file letter copies.
• Review cash received sheet and reconcile payments with the billing statements. Research discrepancies and resolve with Supervisor. Post all items on the sheet to corresponding invoice amount, stamp invoice paid and refill.
• Review all credit card vouchers for completeness; resolve discrepancies. Separate and group vouchers by type; ensure totals for each type match the total posting on the previous day's credit card statement. Prepare a charge summary for each stack, attach to copies and submit to General Cashier. Enter each voucher in the system. Print a batch report and transmit to the bank, following department procedures. Prepare a universal voucher for each credit card type, post payments, distribute and file copies.
• Compare advance deposit check copies with advance deposit report and complete the spread sheet; submit to Supervisor.
• Process advance deposit refunds after confirming cancellation in system; generate a check request and post debit in system; apply debit to credit, print copy of folio and attach to all back-up. Distribute according to departmental procedures.
• Print travel agency commissions detail report; review travel agency exception report indicating pre-paid commissions; review guest folio room rates for correct commission rates due and record on commissions detail report. Post corrections and adjustments to travel agency accounts and print check requests for payment according to departmental procedures.
• Handle guest disputed charges courteously, following departmental procedures.
• Handle guest complaints following the six step procedures and ensuring guest satisfaction.
• Research chargebacks and process according to departmental procedures by the end of the day
• received.
• Research credit card company inquiries and respond with back-up information within 48 hours of receipt. Keep copies of responses and file.
• Review all returned checks and process according to procedures.
• Process A&P/A&G/special promotion/duty meal/rebates, record on respective spreadsheets, maintain weekly logs and files on each.
• Prepare bi-monthly rebate spreadsheets following department procedures and submit for posting.
• Audit all postings to ensure that back-up matches system. Resolve discrepancies.
• Conduct credit checks on direct billing requests as directed by Credit Manager.
• Complete month-end and year-end closing procedures as specified, including monthly reports.
• Maintain Barter Account rebates. Provide folios to the Financial Accountant for any items transferred into Barter Accounts.
• Post all checks received and apply to corresponding invoice.
• Make weekly collection calls.
• Assist with other Accounting job functions as assigned.
• Legibly document maintenance needs on work orders and submit to manager.

We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.