The Assistant Credit Manager maintains proper credit procedures throughout the hotel in accordance with both local and corporate policies and procedures. To control and monitor prompt billing and collection of all accounts receivable items in order to maintain the lowest possible level of outstanding accounts at all times. Primarily responsible for the hotel debtor’s function: processing credit applications, invoicing, debt collection, AR cashiering, reconciliations and month-end requirements
Responsibilities:
Working closely and communicating with Room Sales, Events, Front Office and Restaurants colleagues.
Must have thorough knowledge of all policies and procedures as they relate to credit and receivables.
Must work in a safe, prudent, and organized manner.
Must have a commitment to follow all local corporate policies and procedures as they relate to credit and receivables.
Investigate fully all requests for billing and function as final authority over credit approval.
Inspect all in-house accounts (PM and PX) to ensure adherence to the hotels’ credit policy; assist with the collection efforts of these accounts where necessary.
Ensure the Pegasus/Onyx commission is prepared and submitted weekly and that other TA and group commissions are verified and paid timely.
Review all requests for credit facility and conduct company searches, credit inquiries and make recommendations for Management’s approval.
Approve credit as per the hotel credit policy. Communicate approval or non-approval to the appropriate managers.
Ensure all AR accounts created are supported by approved credit application form.
Maintain a report showing all groups and local catering events that are coming to the hotel within the next thirty (30) to sixty (60) days.
Work closely with the appropriate managers to ensure all deposit requirements and are being met and that all clients either have approved direct billing or are fully pre-paid before their events.
Ensure compliance with advance deposit policy.
Pursue and collect delinquent accounts, as outlined in the Policy and Procedures manual.
Notify the Assistant Director of Finance and/or Director of Finance on the status of uncollectible accounts.
Ensure prompt and accurate billing of current and aged accounts with efficient follow- up procedures. Document all collection efforts in the client file on the standard template as per hotel policy.
Prepare monthly bad debt review and documentation as required per the Policy and Procedures for provisions or write-offs.
Maintain an up-to-date collection activity log for delinquent and uncollectible accounts.
Maintain credit histories, original approved written requests for credit and other records for regular hotel accounts.
Write off or adjust un-collectable accounts after approval by the Director of Finance according or designate as per established corporate/hotel guidelines.
Review the Guest Ledger High Balance Report daily and bring discrepancies to the attention of the Front Office Manager.
Ensure all inquiries from guests or credit card companies are handled promptly (same day if possible) and professionally.
Visit clients, if and when required.
Ensure that check-in/check-out procedure adequately protects the hotel without burden or delay to the guests of the hotel.
Prepare month-end reports (i.e. Aging Report, Exceed Credit Limit Report, Bad Debt Review and other required reports) and selected accounts reconciliation as prescribed by policies and procedures for all receivable accounts including credit cards.
Recommend improvements in the operation of Accounts Receivable / Credit sections to the Assistant Director of Finance and/or Director of Finance.
Oversee the monthly credit meeting to convey Credit /Receivable policies and procedures to the colleagues of other departments. Maintain minutes of credit meeting as evidence of control.
Supervise day-to-day activities of the Accounts Receivable clerk and do performances review of that individual as prescribed by hotel policy.
Must be willing to work a flexible schedule in order to accomplish all major responsibilities and tasks.
Participate in the orientation program for colleagues in Sales and Catering, Front Desk, Reservations and other related positions.
Perform any additional duties assigned by the Assistant Director of Finance and/or Director of Finance to include a participative role in the management of the department
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