About This Role
The Accounts Receivable Associate maintains accurate accounts receivable records, processes invoices and payments, monitors outstanding balances, and ensures timely collections. This position works closely with Accounting, Front Office, Sales, and other hotel departments to resolve billing discrepancies, maintain accurate financial records, and support the hotel's financial performance while ensuring compliance with company policies and applicable accounting procedures.
Responsibilities
- Manage daily accounts receivable activities and maintain accurate financial records
- Review guest folios, direct-bill accounts, invoices, and outstanding balances
- Monitor accounts receivable aging reports and identify overdue accounts
- Maintain accurate customer account information and supporting documentation
- Investigate and resolve account discrepancies in a timely manner
- Prepare, verify, and distribute invoices to corporate accounts, groups, government agencies, and other approved customers
- Ensure invoices are accurate and supported by appropriate documentation
- Follow up on outstanding payments through professional emails and telephone calls
- Monitor 30-, 60-, 90-, and over-90-day balances and maintain collection records
- Resolve billing disputes and coordinate payment arrangements within company guidelines
- Escalate significantly overdue accounts and unresolved issues to management
- Record and apply payments received through approved payment methods
- Reconcile customer accounts and investigate unapplied payments or discrepancies
- Process authorized credits, adjustments, and billing corrections
- Maintain accurate payment records and supporting documentation
- Assist with month-end closing and accounts receivable reconciliation
- Coordinate with Front Office regarding guest folios, direct billing, and payment discrepancies
- Work with Sales regarding corporate accounts, group contracts, and billing arrangements
- Communicate with Accounting and hotel management regarding outstanding balances and collection issues
- Respond promptly and professionally to customer billing inquiries
- Prepare regular accounts receivable aging reports and collection updates
- Report overdue balances, collection progress, and unresolved discrepancies to management
- Maintain accurate records for financial reviews and audits
- Follow established accounting procedures, financial controls, and applicable hotel standards
- Ensure confidentiality and security of financial and customer information
- Assist the Accounting Department with reconciliations, reports, and special assignments
