Accounts Receivable Specialist

JOB TITLE: Accounts Receivable Specialist (AR Specialist)

Job Description:

The AR Specialist is a critical member of the Finance Department who protects the company's assets by ensuring timely cash flow for the company and maintains an accurate and current City, Guest, Deposit ledger.

Job Focus:


AR Specialists will be responsible for the following tasks on a regular basis;
• GUEST SERVICE/GUEST LEDGER

o Assist past guests over the phone and through email with billing issues, search for copies of signed media, and investigate disputed charges.

o Respond to Credit Card Chargebacks and maintain a charge back log.

o Maintain the Guest Ledger and resolve any reservations that remain open after check-out.

o Create, log, and mail a series of demand letters for guests who "Skipped" without paying their bill or who initiated a charge back against the company.
• WHOLESALER/FIT/OTA/WALK/AIRLINE/THIRD PARTY BILLING

o Produce weekly invoices for our third-party travel companies, verify accuracy of the bills, and send to the respective company.

o Follow up on unpaid reservations, work out billing issues with the third-party company, and maintain timely aging for all accounts (minimum 90% current).
• GROUP BILLING

o Process group turnovers, create posting masters, and process advance deposits for future groups, email receipts to the client with a professional and courteous message CC'ing the Sales Manager/CSM.

o On a weekly basis, check-in the group posting masters before the groups arrive and provide the account numbers to Banquets/Catering/Restaurants to ensure they can post charges to the accounts.

o After a group departs, conduct a reconciliation of the account and ensure all revenue is captured, verify minimum guarantees are met by posting cancellation/attrition as needed, ensure all charges are present on the account, then calculate and post all applicable contracted concessions.

o Create an invoice with the full accounting of the event and provide it to AR Management and the Catering Manager/CSM for review before emailing to the client with a courteous message.

o Follow up on unpaid balances on a weekly basis and ensure we are paid within 30 days for accounts that have a balance due.
• MISCELANEOUS

o Maintain accurate Guest, City, and Deposit ledgers, ensuring revenue postings are accurate, adjusting billing errors and obtaining payments as needed to settle all accounts after guest departure.

o Document operations staff billing errors using the Sahara exception program.

o Produce a series of reports from OPERA for Management on a regular basis.

o Liaise with members of other departments to make things better than they were before and improve company processes

o All payments received in a month are required to be posted and allocated before month end.

o Perform any other duties requested by management.

Desired Qualifications:

• High School Diploma or equivalent is required
• Must have OPERA or similar PMS experience
• Intermediate Excel Experience Desired
• Experience in Hotel Front Desk or Back Office preferred.
• Must have the ability to effectively communicate in English, both written and verbal forms
• A professional demeanor and attire are always to be maintained
• Must have strong interpersonal and organizational skills and the ability to meet deadlines.
• Ability to working independently and within a team environment
• Ability to resolve guest conflicts alone or determine if escalation to management is needed