The Hotel at Auburn University & Dixon Conference Center
Role and Responsibilities
To determine customer’s credit worthiness recommendations, ensure the timely and accurate billing of customers, and collection of all receipts due hotel, following prescribed collection procedures. Conduct periodic credit reviews of existing customers, and the assessment of the credit worthiness of potential customers, with the goal of optimizing the mix of company sales and bad debt losses.
Manage Accounts Receivable aging to an 85% or higher current status.
Develop and maintain prompt, accurate and efficient system for billing of current and aged accounts.
Process all customer credit applications submitted. Provide credit history and direct billing requested amounts to management for approval within credit approval policy limits.
Manage House Account billings, reviewing charges and posting payments as needed.
Print invoices when needed at conclusion of events, copy all related back-up and mail (or e-mail) with statements as necessary.
Post City Ledger payments daily from check copies and wire transfers on bank statement.
Post/Coordinate all payments via internal payment systems.
Process returned checks through City Ledger and complete check requisition to reimburse bank. Notify management of all returned checks and utilize sales contacts if necessary to collect monies owed hotel.
Prepare weekly aging reports for review with Assistant Director of Finance and/or Director of Finance if requested.
Log and post all advance deposits for group. Forward transient advance deposits to reservations for posting.
Answer & log incoming guest charge inquiries. Research questions and post corrections as necessary.
Send updated folio to guest as requested. Do not send folios to other than original guest without written release authorization from guest.
Send updated folio to guest as requested. Do not send folios to other than original guest without written release authorization from guest.
Post any banquet charges adjustments, rebates, etc.
Develop/implement prescribed collection procedures for all monies owed hotel.
Research and respond to all credit card inquiry chargebacks. Provide source documentation as requested in defense of charges and follow through to ensure successful completion of transactions with credit card processors. Provide backup for any write-offs to management for approval.
Reconcile all Credit card clearing accounts each month by the 7th day of the following month.
Ensure compliance on Payment Card Industry (PCI) policy.
Manage tax-exempt requests with clients and ensure compliance with regulatory agencies.
Prepare month-end journal entries and assist with accounts receivable related accounts reconciliation.
Develop and maintain well organized and detailed records and files to document financial transactions. Coordinate with Conference Service Managers when needed.
Batch out Daily Credit Card batches from both POS and PMS systems. Reconcile to daily Income journal posting.
Schedule and manage monthly meetings to review credit policies and account statuses with Sales and Catering Departments.
Manage effective working relationships with internal and external customers.
Administer credit processes and policies for other departments in the hotel.
Monitor the AR ledger on a daily basis. Review discrepancies found with hotel leadership to take corrective measures.
Post payments daily to A/R. Research and resolve all short payments and/or outstanding collections.
Monitor credit risk of declined credit cards and work with front office leadership team to mitigate.
Reconcile daily banking transactions and the posting of incoming and outgoing bank wires.
Collaborate with hotel managers to ensure that all associated accounting requirements are adhered to in accordance with established procedures/timelines.
Each associate is expected to carry out all reasonable requests by management which the associate is capable of performing.
Qualifications and Education Requirements
A high energy, trustworthy individual with strong organizational skills and attention to detail. Ability to meet deadlines and work with multiple projects. Ability to compile facts and figures. Proficiency with MS Office (Excel / Word). Experience with PMS such as Opera, Delphi, SAP etc. Bachelor’s Degree in Accounting, Finance, Business Administration, or equivalent preferred.
Preferred Skills
Microsoft Office proficient. Able to use a 10 Key. Attention to Detail. Customer service skill via phone.
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