Accounts Receivable

Job summary

The Accounts Receivable is responsible for managing the hotel’s incoming payments, ensuring accurate billing, timely collections, and maintaining financial records related to guest and group accounts. This role supports the hotel’s financial stability by processing invoices, posting payments, and resolving discrepancies in a fast-paced hospitality environment.

Main tasks

• Prepare, review, and issue invoices and account statements for guest folios, group bookings, banquets, and direct bill accounts, including attaching supporting documentation such as folios, food & beverage checks, and vouchers.
• Post incoming payments (cash, checks, credit cards, wire transfers) to guest and city ledger accounts accurately and in a timely manner.
• Reconcile accounts receivable ledger with the general ledger on a daily, weekly, and monthly basis to ensure accuracy.
• Monitor aging reports, follow up on overdue accounts, and initiate collection efforts for past-due balances (e.g., 30/60/90+ days).
• Resolve billing disputes, guest inquiries, and discrepancies in collaboration with front desk, sales, and other departments.
• Mail monthly statements to account for recent activity or outstanding balances, ensuring all backups are included.
• Apply advance deposits and ensure full payment or approved credit prior to guest/group departure.
• Assist in credit approval processes for direct billing and maintain updated credit files.
• Perform month-end closing procedures, including reconciliations and reporting as required.
• Maintain accurate records of all receivable's transactions and support audit processes.
• Handle related administrative tasks, such as processing refunds, adjustments, and outgoing mail.
• Attend and contribute to periodic meetings (pre-convention, credit, etc.) to maintain favorable working relationships between team members to improve morale, productivity and efficiency.
• Keep manager informed of any unusual events and/or deviations of policies or procedures.
• Ensure overall guest satisfaction.
• Maximize productivity, identify problem areas, and assist in finding and implementing solutions.