JOB SUMMARY

The Accounts Receivable Coordinator is responsible for ensuring proper review, timely processing and communications of all guests billing and the collection thereof, in accordance with Highgate Hotel’s policies and procedures.

QUALIFICATION STANDARDS

Education & Experience:

• High School diploma or equivalent required.
• At least one year of progressive experience in a hotel or related field preferred.
• College course work in related field helpful.
• Ability to understand and utilize basic computer equipment and applications, to include word processing and spreadsheet applications.

Physical requirements:

• Flexible and long hours sometimes required.
• Sedentary work – Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

General Requirements

• Maintain a warm and friendly demeanor at all times.
• Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
• Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
• Must be able to multitask and prioritize departmental functions to meet deadlines.
• Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
• Attend all hotel required meetings and trainings.
• Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.
• Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
• Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
• Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
• Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
• Must be able to cross-train in other hotel related areas.
• Must be able to maintain confidentiality of information.
• Must be able to show initiative, including anticipating guest or operational needs.
• Perform other duties as requested by management.

Fundamental Requirements:

• Assist the sales effort in establishing customer credit in accordance with Highgate Hotel’s policies and procedures, to include but not limited to the application process, reference checks, credit limits, direct bill listing, deposit requirements and other credit related activities.
• Provide customers with accurate and timely invoices, statements and schedules.
• Respond effectively to customer inquiries in a timely fashion. Communicate all issues and/or disputes to operating departments and supervisor.
• Maintain an efficient collection process to include an organized filing and tracing system, issue demand letters, monitor returned checks and chargebacks, perform collection calls and prepare bad debt write-offs.
• Ensure proper internal control by monitoring the guest ledger, advance deposit ledger and any other related subsidiary ledgers.
• Implement credit training in operating department to include proper credit card, cash and check acceptance, limits and approval for direct bill listing.
• Monitor and prepare financial reports in accordance with Highgate Hotel requirements meeting various due dates; i.e., month end aging reports, weekly aging transmission to the Corporate Office, etc.
• Attend and contribute to periodic meetings (pre-convention, credit, etc.) to maintain favorable working relationships between employees to improve morale, productivity and efficiency.
• Keep supervisor informed of any unusual events and/or deviations of policies or procedures.
• Ensure overall guest satisfaction.
• Maximize productivity, identify problem areas, and assist in finding and implementing solutions

Fundamental Requirements:

• Assist the sales effort in establishing customer credit in accordance with Highgate Hotel’s policies and procedures, to include but not limited to the application process, reference checks, credit limits, direct bill listing, deposit requirements and other credit related activities.
• Provide customers with accurate and timely invoices, statements and schedules.
• Respond effectively to customer inquiries in a timely fashion. Communicate all issues and/or disputes to operating departments and supervisor.
• Maintain an efficient collection process to include an organized filing and tracing system, issue demand letters, monitor returned checks and chargebacks, perform collection calls and prepare bad debt write-offs.
• Ensure proper internal control by monitoring the guest ledger, advance deposit ledger and any other related subsidiary ledgers.
• Implement credit training in operating department to include proper credit card, cash and check acceptance, limits and approval for direct bill listing.
• Monitor and prepare financial reports in accordance with Highgate Hotel requirements meeting various due dates; i.e., month end aging reports, weekly aging transmission to the Corporate Office, etc.
• Attend and contribute to periodic meetings (pre-convention, credit, etc.) to maintain favorable working relationships between employees to improve morale, productivity and efficiency.
• Keep supervisor informed of any unusual events and/or deviations of policies or procedures.
• Ensure overall guest satisfaction.
• Maximize productivity, identify problem areas, and assist in finding and implementing solutions.