Accounting - Accounts Receivable Coordinator

LEGACY is a core value that Halekulani lives by to celebrate our cultural history. For over 100 years, the hotel has welcomed visitors to Waikiki Beach, sharing our gracious hospitality, impeccable service, and unparalleled cuisine. Halekulani and Halepuna Waikiki employees live the legacy through the "art of service."

This Accounts Receivable Coordinator, along with the Accounts Receivable Manager, is responsible for maintaining ledgers, managing incoming payments, ensuring accurate billing, maintaining customer relationships and posting all transactions in accordance with Halekulani and Halepuna Hotels’ policies and procedures. The ideal candidate must be a strong and effective communicator as they will work closely with guests and various departments daily. Incumbent must exemplify the Company’s Mission, Vision, and Values.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

• Process incoming payments in compliance with financial policies and procedures.
• Prepare invoices and verify bank deposits and credit card payments.
• Research, reconcile and post cash receipts daily and resolve client inquiries and disputes.
• Maintain strong communication with guests and travel wholesalers to resolve any disputes and billing discrepancies.
• Assist in monitoring credit limits of outstanding accounts and ensure timely credit collections of outstanding payments with the focus to minimize A/R outstanding balance.
• Monitor past due accounts and follow up with customers to resolve outstanding balances and send to debt collectors as needed.
• Assist in Balancing and reconciling hotel and A/R ledgers and direct billings daily.
• Assist in reconciliation of the accounts receivable ledger to ensure that all payments are accounted for and properly posted.
• Generates financial statements and reports detailing accounts receivable status and review for accuracy.
• Assists the accounting staff during month end and year end closing of accounts.
• Work closely with room reservations and front office teams to ensure proper procedures are followed for online travel agency reservations.
• Reviews and set up new customers and assist with customer changes.
• Performs other duties as assigned.

SUPERVISORY REQUIREMENTS

Reports To: Accounts Receivable Manager
Supervises: None

EDUCATION/EXPERIENCE

1. High School diploma required.
2. Bachelor’s Degree in Finance or Accounting preferred.
3. Minimum two (2) years of Accounting experience, preferably in Accounts Receivable.

KNOWLEDGE, SKILLS, & ABILITIES

1. Strong oral and written communication skills.
2. Strong organizational skills, attention to details, and the ability to multi‐task various projects and processes at the same time in order to meet deadlines.
3. A proven ability to work effectively in a team environment with clients, guests, and staff is required. Excellent interpersonal skills with the ability to establish professional relationships.
4. Ability to maintain confidentiality of guest and team member information and pertinent hotel data.
5. Ability to resolve guest complaints, ensuring guest satisfaction.
6. Maintain knowledge of property management system and manual procedures.
7. Must be effective in handling problems, including identifying, preventing, and solving problems.
8. Must be able to understand and apply complex information/data from various sources to meet appropriate objectives.
9. Proficiency in Microsoft Office (Word and Excel)
10. Ability to learn hospitality management, point of sale and other software.

MENTAL DEMANDS

1. Must be able to comprehend, analyze, organize and prioritize a wide variety of information within time limitations.
2. Requires the ability to read and perform mathematical calculations.
3. Requires concentration, alertness and attention to detail.
4. Must be able to perform under stressful conditions while maintaining a courteous and professional demeanor.
5. Must be able to work collaboratively with other team members.

PHYSICAL DEMANDS

Activity Over 2/3 of the time About 2/3 of the time About 1/3 of the time Less than 1/3 of the time Seldom or Never
Sitting X
Climbing X
Stooping, kneeling, crouching and/or crawling X
Standing X
Walking X
Handling or fingering X
Eye-hand-foot coordination X
Use of vision X
Pushing X
Activity Less than 25 lbs 25 to 50 lbs. More than 50 lbs.
Pulling X
Lifting X
Carrying X

COMMUNICATION DEMANDS

Activity Over 2/3 of the time About 2/3 of the time About 1/3 of the time Less than 1/3 of the time Never
Talking (in-person) to co-workers X
Talking (in-person) to business associates (i.e. outside contractors, vendors, etc.) X
Talking (in-person) to the public (including guests) X
Talking on the telephone and/or video conferencing X
Written communication to co-workers X
Written communication to business associates (i.e. outside contractors, vendors, etc.) X
Written communication to the public (including guests) X
Supervising employees or monitoring services provided by outside consultants, vendors and suppliers X
Responding to written or verbal requests from co-workers X
Responding to written or verbal requests from business associates (i.e. outside contractors, vendors, etc.) X
Responding to written or verbal requests from the public (including guests) X
Training and/or giving verbal instructions X
Training and/or giving written instructions X
Receiving verbal instructions X
Receiving written instructions X
Reading X
Visiting and/or working at other work sites X

WORK ENVIRONMENT

1. Primarily work indoors in an air-conditioned environment.
2. Generally Monday through Friday, minimum 8:00 a.m. – 5:00 pm. Holiday and weekend work may be required.
3. Must be flexible with work schedule, pending the need to deliver services outside the normal work shift.

MATERIAL OR EQUIPMENT DIRECTLY USED

Uses a personal computer and other office machines and equipment such as a calculator, telephone, copy machine, fax machine, other equipment as required, and various office supplies and writing instruments to carry out duties.

Hotels and Resorts of Halekulani is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state, or local protected class.