Summary
Date Posted: Saturday, September 02 2023, Base Salary: Not Disclosed

JOB DETAILS:
Duties And Responsibilities:
Invoicing and Billing
• Monitor group departure to ensure customer bills are being checked out on a timely basis. Assist in identifying the need to address any issues delaying the checkout process.
• Check all invoices and ensure all incidental charges are properly charged.
• Ensure timely transfer of invoices and accurate billing.
• Send all bills within five working days from the group’s checkout.
• Transfer the guest ledger to the city ledger within two or three days from group checkout.
• Attend all pre- and post-convention meetings (as scheduled with Sales, event, kitchen, and FO)
• Verify the accepted contract terms for direct billing for details of the contract to include event date(s), bill addressed to (company and name of the individual), authorized signatory from customer’s side, billing instructions, etc.
• Verify charges in PM accounts with Group Resume, Banquet Event Orders (BEO), Rooming List, Billing Instructions, and any amendments, etc.
• Clarify any query with regard to group billing with the Event Manager/ Group Co-coordinator.
• Ensure authorization by the Event Manager/ Group Co-coordinator for all incidental charges as per billing instructions mentioned in the contract.
• Compile supporting- customer-approved folios, micros bills for incidentals, Letter of Undertaking, BEO, Group Resume, Group contract, Misc charge vouchers, Group Cover Sheet, Tax exempt status, and other documentation signed by the customer before final billing.
• Monitor group PM account along with Event Manager.
• Ensure sign-off by the Event Manager/ Group Co-coordinator on the closure of the PM account for final billing.
• Ensure that the invoices sent are accurate, complete, timely, and consistent.
• Prepare initial billing to include a cover letter in Excel format addressed as per contract. The cover letter provides the total due with a breakup for rooms, room extras, and banquets and extra.
• Maintain a photocopy or scanned copy of the entire set of verified invoices and supporting.
• Ensure timely and accurate billing to the customer.
Payment Collection:
• Maintain detailed collection logs with specific response times and promises followed up on
• 1st reminder should be made when over the due date.
• 2nd reminder should be made 7 days after the first reminder if no response from customer (15 days for foreign travel agents)
• 3rd reminder should be made at intervals of 7 days if payment is not received after the 2nd reminder. (15 days for foreign travel agents)
• Discuss in the credit meeting whether to send the last collection letter or forward the case to collection agencies.
• To ensure all proof of payments and remittance advice are filed.
• Contact guest immediately for any short/partial payments.
• Post payment details – gross and deduction (if any, based on approved rebate vouchers)
Payment Processing:
• Record and process payments received from groups into the hotel’s accounting system accurately and timely.
• Reconcile payments with invoices and update group accounts accordingly.
• To ensure all proof of payments and remittance advice are filed.
Credit Control and Debt Management:
• Monitor accounts to ensure timely payment from guests and follow up on any overdue payments.
Reporting:
• Provide regular reports on accounts receivable status, aging of outstanding receivables, and payment trends.
• Provide weekly reports in preparation for the Finance AR review.
• Assist in financial reporting and analysis related to accounts receivable as needed.
Coordinating with Other Departments:
• Collaborate with the Front Desk, Sales, and Revenue Management teams to ensure accurate billing and resolve any payment-related issues.
• Coordinate with the Finance or Accounting Department to reconcile accounts and maintain financial records.
Compliance:
• Adhere to relevant accounting principles, legal requirements, and internal policies related to accounts receivable operations.
• Ensure compliance with tax regulations and reporting requirements.
Other:
• Carry out any other duties and responsibilities as assigned by the Financial Controller, or other Supervisor.

Qualifications
• Must possess the appropriate professional qualification. (An accounting Degree is an advantage)
• Be able to communicate by the English Language with reading, writing, and speaking skills.
• Be able to work with computer applications, particularly Microsoft Office products, and email with experience in the general ledger and other hotel-related computer operating systems.

Additional Information
Full grade twelve school certificate

Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of Education: Bachelor Degree

Job application procedure
• Interested and qualified? Click here to apply

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