The Credit Manager is responsible for leading the review, coordination, and reconciliation of all guest and group billing activities, ensuring accuracy, timeliness, and a seamless experience for our clients. You will foster a culture of accountability, collaboration, and operational excellence while supporting the hotel in achieving financial objectives and delivering exceptional guest experiences.
Summary of Responsibilities:
Reporting to the Assistant Director of Finance & Business Support, responsibilities and essential job functions include but are not limited to:
· Establish clear expectations, monitor progress, and drive accountability within the AR function.
· Build and lead a high-performing Accounts Receivable team through coaching, training, and performance management.
· Consistently offer professional, engaging, and service-oriented leadership.
· Assist the Assistant Director of Finance & Business Support with the analysis and interpretation of financial data and its communication with the operations.
· Manage and continuously monitor the Accounts Receivable aging to ensure timely collection and minimize bad debt exposure.
· Enforce hotel credit policies including credit approvals, credit checks, and billing procedures in line with internal receivables requirements.
· Lead debtor monitoring processes including invoicing, follow-ups, reconciliations, credit notes, and write-offs.
· Ensure all invoices (group, corporate, and transient) are issued accurately and within required timelines per policy.
· Monitor and reconcile guest loyalty program related to operations.
· Take appropriate and timely action to resolve collection issues, disputes, and chargebacks.
· Ensure full compliance with internal control requirements, including:
-Daily review of credit-related items within the Daily Operations Package (DOP).
- Monitoring outstanding balances, PM accounts, and receivables transfers.
- Adherence to credit policy, billing accuracy, and segregation of duties.
· Maintain strong internal controls over receivables to mitigate fraud risk and ensure accurate financial reporting.
· Ensure all documentation is complete, properly approved, and retained according to record retention policies.
· Oversee all group billing processes from contract to final payment, ensuring compliance with contract terms and deposits.
· Maintain close communication with Sales, Events, and Front Office to validate billing arrangements and ensure accurate billing.
· Organize and conduct the monthly credit meeting.
· Participate in pre-conference meetings to confirm credit terms and billing instructions.
· Calculate and validate group commissions, rebates, and contractual obligations.
· Monitor and reconcile guest ledger and city ledger, ensuring all balances are valid, supported, and collectible.
· Ensure PM accounts are transferred and invoiced within required timeframes (48 hours or per SOP exceptions).
· Review credit limits and ensure sufficient guarantees of payment are maintained.
· Ensure refunds, adjustments, and write-offs are properly authorized, documented, and compliant with policy.
· Prepare and present AR aging reports, collection forecasts, and key performance indicators to Finance leadership.
· Identify trends, risks, and opportunities to improve cash flow and reduce outstanding receivables.
· Support month-end close by ensuring accurate AR balances and reconciliations.
· Establish and maintain strong relationships with corporate clients, group organizers, and partners to facilitate collections and resolve disputes.
· Handle escalated billing inquiries, refunds, and disputes professionally and efficiently.
· Liaise with Front Office to ensure guest ledger accuracy and timely settlement of folios.
· Work closely with Sales, Reservations, and Events teams to ensure proper billing setup and execution.
· Support Finance initiatives, audits, and process improvements.
· Ensure adherence to all company policies, procedures, and safety standards.
· Maintain compliance with local laws and financial regulations.
· Participate in audits and ensure readiness at all times.
· Provide office administration duties as required.
· Perform other duties as assigned.