Position Overview
To be responsible for the accurate, proper recording and management of all Creditors for the Hotel. To be responsible for the Hotel debtors’ function: processing credit applications, invoicing, debt collection, AR cashiering, reconciliations and month-end requirements.
Main responsibilities
Accounts Payable Duties:
• Verify invoices for accuracy and authorisations. Make sure the approved purchase orders are attached and the invoices are signed off by the relevant department head. Any concern about an invoice should be immediately brought to the attention of the Financial Controller.
• Ensure vendor information is up to date in the A/P module.
• Ensure invoices processed in the A/P ledger are coded with appropriate supplier and general ledger account codes.
• In the case where there is an interface between the inventory system and the A/P ledger, ensure completeness and accuracy between all invoices received and the system data before importing into the General Ledger.
• Processed invoices need to be held in a file, in alphabetical order, for easy access when preparing payments.
• Responsible for the proper accounting of the Goods and Services Tax in the A/P Ledger.
• Appropriate control measures are taken to avoid any duplicate accounting or payment of invoices.
• Prepare payment runs, strictly following vendor payment terms.
• The detailed payment run report from the accounting system is formally reconciled with the approved invoices and their purchase orders and submitted to 2 bank signatories for supervision before authorising the payment run.
• Reconcile suppliers’ statement of account and follow up for any missing invoices.
• Overseas payments are coordinated with the bank or available online facilities (ie, Amex online).
• Ensure all paid invoices are securely filed away (preferably by batch payment date). System-generated remittance advice is attached to the paid invoices.
• At month end, carry out a reconciliation between the inventory system ledger and the Accounts Payable ledger to ensure the 2 ledgers agree.
• Prepare accruals journal to cover all outstanding purchase orders and goods or services received without an invoice, and recurring expenses.
• Regularly monitor the A/P ageing report and follow up on any credit notes/ missing invoices.
• Carry out any other reasonable duties as assigned.
• Respond to change in the Departmental Function as dictated by the Hotel.
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 are supported by a valid guarantee of payment, and the room rates are 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 cheques 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 the end of the shift.
• Ensure that all debtors trading beyond their normal terms are followed up regularly and that the Credit 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 are 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).
Other:
• Carry out any other reasonable duties as assigned.
• Respond to change in the Departmental Function as dictated by the Hotel.
Talent & Culture Responsibilities
Assist the (Department) Management Team in the following:
• Establish ongoing on-the-job training Programs within the department to meet Brand and Service Standards. Use Department Procedure Manuals as a base for all service procedures training.
• Induct new staff into the team, department and Hotel in the first week of their employment, following guidelines. Ensure that all staff under your control carry out their duties in accordance with the Brand and Service Standards and Procedures Manuals.
• Effectively use Guest Book results and guest questionnaires to improve product and service delivery.
• Openly communicate with staff, ensuring regular briefings occur and all relevant information is passed on.
Health & Safety
• Notify your Manager of any reason you may not be capable of performing your tasks safely.
• Participate in workplace consultation on matters pertaining to Workplace Health and Safety, as per the hotel's agreed arrangements.
• Ensure all equipment is kept in good working order and used only for the purpose for which it was intended.
• Attend and actively participate in all WH&S training required of you by the Hotel.
• Report any health or safety hazards, incidents and injuries to your Manager/Supervisor or Manager on Duty as soon as possible. Hazards may include unsafe working conditions, equipment and machinery faults or damage, and other housekeeping or maintenance needs that may affect the safety of any person/s at the Hotel. Ensure that the appropriate documentation is completed correctly, such as the Injury / Incident Form.
• Participate and contribute to the risk assessment process when requested by your Supervisor/Manager.
• Work cohesively in conjunction with the hotel’s rehabilitation program, as required.
• Maintain standards of hygiene for food handling and presentation as prescribed by council / legislative regulations.
• Be fully conversant with departmental fire and evacuation procedures.
Systems & Procedures
• Log and inform your Manager of any system problems. Suggest any improvements that could be made to improve existing systems and procedures.
• Follow policies and procedures
• Complete all duties and ensure a concise handover.
Customer Relations
• Provide efficient, friendly and professional service to all guests.
• Participate in the department's ongoing quality service improvement program through the use of Guestbook and hotel guest questionnaires.
• Lead by example when attending to guest requests. Show efficiency in constantly striving to provide Total Customer Satisfaction.
• Take initiative to ensure that interactions with our customers (internal or external) are positive and productive.
• Work together with trust so that colleagues and management meet the goals of the department/Hotel.
• Treat customers and colleagues from all cultural groups with respect, sensitivity and transparency.
• Take every opportunity to be a “salesperson” by actively selling of special promotions and facilities available within the Hotel.
Other
• Take responsibility to ensure all required tasks are completed accurately and within given time frames.
• Participate in scheduled training and development programs provided by the Hotel to improve self and department standards and attend departmental meetings as required.
• Ensure, wherever possible, that employees are provided with a workplace free of discrimination, harassment and victimisation.
• Follow property procedures with respect to grooming, performance and conduct standards, occupational health and safety, emergency procedures and all other property policies and procedures as detailed in the employee handbook/department procedure manuals/company policy manuals.
• Ensure Hotel, Customer and Staff information or transactions are kept confidential during or after employment with the company.
• Any other reasonable request within your range of competence as required by your Supervisor or Hotel Management.
