Employer Description
Hotel Management company overseeing 2 hotels with one in Pretoria City Centre and one in Midrand.
Job Description
Hotel Management company requires a candidate to handle the debtors for 2 hotels – one in PTA and one in Midrand. You can be based at either property but will be required to travel between them at least 1 time per week.
Roles and Responsibilities of a Debtors Clerk:
- Invoicing and Billing:
- Prepare and issue accurate invoices for guests and corporate clients.
- Ensure that all charges are correctly applied to guest accounts.
- Payment Processing:
- Process payments received from guests, including cash, credit card, and electronic payments.
- Maintain accurate records of all transactions in the accounting system.
- Accounts Receivable Management:
- Monitor and manage accounts receivable to ensure timely collections.
- Follow up on overdue accounts via phone, email, or formal correspondence.
- Reconciliation:
- Reconcile guest accounts and ensure that all transactions are correctly recorded.
- Assist in reconciling the hotel’s bank statements with the accounts receivable records.
- Perform petty cash reconciliation to ensure that petty cash balances are accurate and all expenditures are accounted for.
- Conduct daily cashier reconciliation to verify that cash, credit card transactions, and other payments processed by cashiers match the daily sales records.
- Float Control:
- Manage and control the cash float to ensure adequate cash is available for daily operations.
- Monitor and report on float usage and discrepancies, ensuring proper documentation and accountability.
- Collaboration with Reservations and Sales:
- Work closely with the reservations department to ensure accurate booking information is reflected in guest accounts.
- Collaborate with the sales department to ensure proper billing of corporate accounts and negotiated rates.
- Reporting:
- Generate monthly reports on accounts receivable, including aging reports and payment statuses.
- Provide management with insights regarding debtor trends and potential issues.
- Customer Service:
- Handle inquiries from guests regarding their accounts, billing discrepancies, and payment issues.
- Maintain a positive and professional relationship with guests and clients.
- Collaboration:
- Work closely with the Front Office team to ensure accurate billing and resolve any discrepancies.
- Collaborate with the finance department to support overall financial goals.
- Compliance:
- Ensure compliance with the hotel’s financial policies and procedures.
- Adhere to relevant tax regulations and reporting requirements.
- Documentation:
- Maintain organized records of all invoices, payments, and correspondence related to accounts receivable.
- Ensure that all documentation is complete and readily accessible for audits.
- Continuous Improvement:
- Identify opportunities for process improvements in the accounts receivable function.
- Stay updated on best practices in debt collection and customer service.
Qualifications
Relevant tertiary qualification preferred.
Skills
- Must have had experience in a similar role within a hotel.
- Proficiency in accounting software (Sage) and Microsoft Office (Excel, Word).
- Strong numerical and analytical skills.
- Excellent communication and interpersonal skills.
- Attention to detail and accuracy.
- Ability to handle sensitive financial information with confidentiality.
Benefits
N/A
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