Job Summary
Under the general guidance of the Credit Manager, you are to implement, handle, and monitor all matters relating to customer credit and timely collection of outstanding debts.
Essential Duties and Responsibilities
• Review credit applications from companies and organizations. Assess the credit worthiness of customers for accounts receivable based on credit ratings provided by third party or other properties Credit Manager.
• To know and observe the credit policies and to assist in establishing and compiling clear and well defined credit procedures for all positions in a formal Credit Manual.
• To process all Applications for new Credit Accounts and provide feedback to requestor and client within 7 days.
• To investigate customer's credit worthiness by research through various available sources (e.g. banks, trade, and credit associations etc.) and to recommend credit approval or disapproval to management.
• To report unfavorable information, that may affect customer’s credit standing so as to allow timely action.
• To regularly distribute listings of all Accounts Receivable Active and Blacklisted accounts.
• To set and continuously review credit limits for Accounts Receivable accounts.
• To review with Income Audit guests checked out, open paymaster accounts and advance deposit ledger.
• To maintain a complete alphabetical credit file for each account containing all documentation related to credit research.
• To manage, reconcile and follow up on all credit card queries/disputes.
• To collect any outstanding debts on behalf of affiliated hotels.
• To follow up on collection of; Returned cheques; Credit card chargebacks; Walk out accounts; Late charges; Guaranteed no-shows; Cancellations; Others as required.
• To review on daily basis all Accounts Receivable charges and credits (cheques, BAC’s, and credit cards) to ensure accuracy.
• To report on all accounts receivable barter activity.
• To liaise and arrange collection by debt collection agencies when required.
• To maintain ongoing detailed documentation, using Daylight, of all collection efforts by account for future analysis of a customer’s credit worthiness and to serve as support in the event of bad debt write-off.
• To check the accuracy of proposed invoices and to finalize them.
• To verify the accuracy of balances of Accounts Receivable accounts.
• To ensure correct allocation of receipts to outstanding invoices.
• To contact all Accounts Receivable clients by telephone within 15 days (maximum) of invoices being mailed.
• To send invoices/folios promptly and follow up collection letters on a timely basis.
• To prepare and post charges and adjustments accurately in accordance with the regional credit policy relating to accounts receivable and direct credit card adjustments, when required.
• To prepare and maintain the relevant forms for approval for all Bad Debt write offs.
• To maintain and build communication with all credit parties – Sales and Marketing, Reservations, Front Office, Reservations, Banks, Merchants, Client contacts.
• To answer client’s queries relative to accounts receivable invoices, including credit cards, promptly, professionally and courteously.
• To bill and collect balances related to Accounts Receivable General Ledger accounts, such as tenants and management agreements.
• To lead the monthly credit meetings and ensure all parties are fully aware of issues and responsibilities.
• To submit monthly Accounts Receivable aging and over 60+ days unpaid invoices report to Corporate Office.
• To submit monthly Sales Ledger performance report to the Financial Analyst.
• To provide the accountant monthly with a comprehensive list of manual Accounts Receivable adjustments made in order to transfer to the General Ledger.
• To balance the Account Receivable aging to the General Ledger.
• To prepare monthly the accounts receivable transfers journal, bad debts provision accrual journal, and the monthly credit card commission outstanding accrual journal.
• To be fully acquainted with Lodging Touch.
• To supervise, train, and set targets for the Credit Analyst.
• To comply and enforce corporate SFP’s and regional processes and procedures.
• To assist in the preparation of any ad-hoc analysis or reports as requested by Corporate Office or the Senior Finance Management.
• Undertake and complete any special projects, tasks or other reasonable request by your department head and/or Hotel Management.
• Preparation and completion of timesheets, rotas, holiday schedules, in line with business needs, as and when required.
• Preparation and completion of Purchase Orders (Fourth Hospitality) as and when required.
Standard Responsibilities
• The individual will be expected to maintain the utmost integrity, and where appropriate confidentiality, in dealing with all information and reports produced/handled.
• Comply and adhere to the Rosewood company policies.
• Take on other tasks in addition to the ones stated, in a reasonable framework.
• Be always a “brand ambassador” and ensure brand integrity and clarity are always maintained.
• Model the company’s culture, vision, mission, and core values always.
• Actively participates in and leads recruitment and talent development for the division/department, to meet both current and future needs.
Confidentiality
Whist working for the company there will be access to a wide variety of confidential information concerning the company, guests, and associates. It is vital that all such information remains confidential and must not be disclosed to anyone outside the company, guests and associates, unless otherwise stated.
Health & Safety
• Be aware of and comply with safe working practices as laid down under the Health and Safety rules, regulations, and procedures as applicable to your place of work. This will include your awareness of any specific hazards at your workplace.
• The wearing of appropriate protective clothing provided by or recommended by the Company will
be obligatory.
• Report any defects in the building, plant, or equipment according to hotel procedure.
• Ensure that any accidents to associates, guests or visitors are reported immediately in accordance with correct procedures.
• Attend Statutory Fire, Health & Safety training and be fully conversant with and abide by all rules concerning Fire, Health & Safety.
• Be fully conversant with:
o Regulations
o Risk Assessments for your department
o Hotel Fire & Bomb Procedures
Other
• The above description is not to be regarded as exhaustive. Other tasks and responsibilities of a broadly comparable nature may be added on a temporary or permanent basis, as appropriate.
• As the hotel’s level of business varies considerably, there is a need for flexibility in attitude, approach and working hours.