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