The Accounts Receivable Assistant reports to the Assistant Director, Finance & Business Support and is responsible for supporting the accurate and timely administration of the hotel's accounts receivable functions. This includes processing invoices, maintaining customer accounts, posting payments, reconciling balances, and assisting in the collection of outstanding accounts. The Accounts Receivable Assistant works closely with Sales, Events, Front Office, and Finance teams to ensure accurate billing, timely collections, and compliance with Accor and Fairmont financial policies and procedures.
Key Responsibilities
Accounts Receivable Administration
- Prepare, review, and distribute invoices, statements, and account summaries accurately and timely.
- Process daily receipts, including bank transfers, credit card settlements, and direct payments.
- Maintain accurate customer account records and supporting documentation.
- Ensure all billing is completed in accordance with contractual agreements, group resumes, banquet event orders, and hotel policies.
- Verify that charges are supported by proper documentation and correctly allocated to customer accounts.
- Assist with the preparation and processing of city ledger and direct bill accounts.
Collections & Customer Account Management
- Monitor accounts receivable aging reports and identify overdue accounts for follow-up.
- Conduct collection activities through telephone, email, and written correspondence in a professional manner.
- Follow up with customers regarding outstanding balances and payment commitments.
- Maintain accurate records of collection efforts and customer communications.
- Escalate high-risk or delinquent accounts to the Credit Manager as appropriate.
- Assist in resolving disputes and billing discrepancies in a timely manner.
Reconciliations & Cash Application
- Apply customer payments accurately to the appropriate accounts and invoices.
- Reconcile customer accounts and investigate variances or unapplied payments.
- Assist with daily and monthly reconciliations of accounts receivable balances.
- Coordinate with the Front Office and Income Audit teams to ensure billing accuracy.
- Support the reconciliation of credit card settlements and other receivable accounts as assigned.
- Ensure all adjustments, credits, and write-offs are properly documented and approved.
Month-End & Financial Reporting
- Assist with month-end closing procedures related to accounts receivable.
- Prepare supporting schedules and reconciliations for balance sheet accounts.
- Generate aging reports and assist in monitoring collection performance.
- Support bad debt reserve calculations and documentation as directed.
- Maintain accurate records and supporting documentation for audit purposes.
- Assist with internal and external audits by providing requested information and account support
Internal Controls & Compliance
- Follow Accor, Fairmont, and hotel policies relating to credit, billing, collections, and financial controls.
- Ensure all transactions are supported by appropriate approvals and documentation.
- Maintain confidentiality of customer, financial, and business information.
- Adhere to established internal control procedures and segregation of duties.
- Identify opportunities to improve billing accuracy, collection efficiency, and financial processes.
- Maintain accurate records in accordance with company policies and accounting standards.
Cross-Department Collaboration
- Work closely with Sales, Events, Reservations, and Front Office teams to ensure accurate billing information is obtained and maintained.
- Assist operational departments with customer account inquiries and billing questions.
- Collaborate with clients and internal stakeholders to resolve invoicing and payment issues.
- Support the Credit Manager and Finance team in achieving departmental objectives.
- Participate in system, process improvement, and training initiatives as required.
- Promote exceptional service standards and positive stakeholder relationships.