Employer Description
Hotel Management company overseeing 2 hotels with one in Pretoria City Centre and one in Midrand.
Job Description
Hotel Management company requires a candidate to handle the debtors for 2 hotels – one in PTA and one in Midrand.
You can be based at either property but will be required to travel between them at least 1 time per week.
Roles and Responsibilities of a Debtors Clerk:
Invoicing and Billing:
Prepare and issue accurate invoices for guests and corporate clients.
Ensure that all charges are correctly applied to guest accounts.
Payment Processing:
Process payments received from guests, including cash, credit card, and electronic payments.
Maintain accurate records of all transactions in the accounting system.
Accounts Receivable Management:
Monitor and manage accounts receivable to ensure timely collections.
Follow up on overdue accounts via phone, email, or formal correspondence.
Reconciliation:
Reconcile guest accounts and ensure that all transactions are correctly recorded.
Assist in reconciling the hotel's bank statements with the accounts receivable records.
Perform petty cash reconciliation to ensure that petty cash balances are accurate and all expenditures are accounted for.
Conduct daily cashier reconciliation to verify that cash, credit card transactions, and other payments processed by cashiers match the daily sales records.
Float Control:
Manage and control the cash float to ensure adequate cash is available for daily operations.
Monitor and report on float usage and discrepancies, ensuring proper documentation and accountability.
Collaboration with Reservations and Sales:
Work closely with the reservations department to ensure accurate booking information is reflected in guest accounts.
Collaborate with the sales department to ensure proper billing of corporate accounts and negotiated rates.
Reporting:
Generate monthly reports on accounts receivable, including aging reports and payment statuses.
Provide management with insights regarding debtor trends and potential issues.
Customer Service:
Handle inquiries from guests regarding their accounts, billing discrepancies, and payment issues.
Maintain a positive and professional relationship with guests and clients.
Collaboration:
Work closely with the Front Office team to ensure accurate billing and resolve any discrepancies.
Collaborate with the finance department to support overall financial goals.
Compliance:
Ensure compliance with the hotel's financial policies and procedures.
Adhere to relevant tax regulations and reporting requirements.
Documentation:
Maintain organized records of all invoices, payments, and correspondence related to accounts receivable.
Ensure that all documentation is complete and readily accessible for audits.
Continuous Improvement:
Identify opportunities for process improvements in the accounts receivable function.
Stay updated on best practices in debt collection and customer service.
Qualifications
Relevant tertiary qualification preferred.
Skills
Must have had experience in similar role within a hotel
Proficiency in accounting software (Sage) and Microsoft Office (Excel, Word).
Strong numerical and analytical skills.
Excellent communication and interpersonal skills.
Attention to detail and accuracy.
Ability to handle sensitive financial information with confidentiality
Benefits
N/A