Accounts Officer (AR & Credit)

Job description

Company Description

Our World is Your Playground. A world-class lifestyle hotel in the heart of Orchard Road, where playfulness meets peak performance; creativity meets innovation; business meets success. At Pullman Singapore Orchard, we don't do ordinary. Pioneering and stylish, guests can push their boundaries in 326 guestrooms and suites, trend setting F&B outlets and immersive relaxation zone; not to mention the happening lobby. Challenging the status quo, we are redefining hospitality with seamless, fun, cool and smart interactions.

Job Description

The position is responsible for the debtor’s function: processing credit application, invoicing, debt collection, AR cashiering, reconciliations and month end requirements. He/ She must ensure the accuracy of all charges and credits to the various debtor accounts and ensure they are posted on a timely basis. The Accounts Officer will manage the overall credit and receivable collection functions of the hotel in the most efficient manner in order to minimize the no-payment of accounts and potential bad debts. Also, to ensure that the hotel Account Receivable and credit policy and procedure is adhered by relevant departments.

Primary Responsibilities

Accounts Receivable Duties:

City Ledger

·  To assess the customer's credit worthiness by research through various available sources and to recommend credit approval or disapproval to the Management.
·  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 Debtors’ invoices are accurate; all services invoiced supported by a valid guarantee of payment and the room rates correct.
·  Check the room rates as reflected in the invoices are in line with the contracted rates accorded to the companies, airlines & agents. Any ad-hoc rates, the head of department has to be aware of the rates given by the sales manager.
·  Follow up with Sales & Reservations Department if there is a variance in the room rates charged.
·  Responsible for the timely transfer of the invoices to the city ledger and prompt mailing (or emailing) of the invoices to the debtors.
·  Assist in dealing promptly with client queries on city ledger account. Answer debtors’ inquiries promptly and effectively.
·  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 end of shift.
·  Maintain proper filing procedures.

Credit Cards

·  Ensure that all credit card transactions are verified for completeness and the accounts formally reconciled on a daily basis.
·  Calculate and accurately post credit card commissions.
·  Promptly investigate all credit card disputes, liaising with the Front Office and the banks.
·  Ensure guest refunds are processed in a timely manner as per the hotel policy; with all supporting paperwork and required authorizations.
·  To preform monthly credit card payment reconciliation.
·  Ensure the operation procedures are in accordance with PCI-DSS compliances.

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 Director of Finance to prepare the balance sheet reconciliation. 

 

Credit Control Duties:

Credit Applications

·  Process credit applications within 10 working days, ensuring that clients are notified promptly and professionally.
·  The credit worthiness of all applicants is formally checked and approval must be received from the Financial Controller. 
·  Review the credit worthiness of all existing non-Accor approved clients on a yearly basis.

City Ledger

·  Ensure all invoices / statements are issued on a timely basis.
·  Monitor the prompt follow-up of all overdue accounts and minimize the recovery delay.
·  Implement effective inquiry response procedure for guests and management. 
·  Ensure all travel agent commissions are timely processed and paid. 
·  Report on monthly accounts receivable ageing analysis and detailed accounts’ ledgers.
·  Conduct credit meetings at least once a month.
·  Attend Credit Managers Group meetings to keep up to date knowledge of credit risks. 
·  Appropriately manage all delinquent accounts, liaising with debt collectors where needed.
·  Review and recommend accounts to be written off, providing appropriate documentation.

Guest Ledger and liaison with Front Office

·  Liaise between Accounting Department and Front Office.
·  Ensure PM accounts are checked on daily basis and transferred to city ledger within 48hrs from the departure date.
·  Review the Advance Deposit ledger to ensure all the balances are either current or for future date.
·  Inform Front Office Manager of any deviations from policy by Duty Managers, or Front Office Cashiers that may come to his/ her attention.
·  Keep a record of accounts receivable, and subsequently issue invoice and statement promptly. Chase payment whenever it is not received on time.
·  Ensure guest refunds are processed in a timely manner as per the hotel policy; with all supporting paperwork and required authorizations.
·  To be ready and responsible when assigned to perform any other duties as designated by higher management.

 

Qualifications

·  Diploma holder or equivalent in hospitality or related fields
·  Minimum of 2 years of relevant experience in a similar capacity
·  Strong working knowledge of Microsoft Outlook, Microsoft Office, Property Management System.

Additional Information

·  Good interpersonal skills with ability to communicate with all levels of employees
·  Service oriented with an eye for details
·  Ability to work effectively and contribute in a team
·  Good presentation and influencing skills
·  Multicultural awareness and able to work with people from diverse cultures
·  Flexible and able to embrace and respond to change effectively
·  Ability to work independently and has good initiative under dynamic environment
·  Self-motivated and energetic