Accounts Receivable Executive

YOUR DAY TO DAY 

Financial Return – Credit

• Ensure adherence to the hotel's credit policy

• Report directly to and communicate with the Assistant Director of Finance & Business Support on all matters pertaining to credit and collection of guest and city ledger accounts

• Cooperate, coordinate and communicate with guests and other departments on the issuance of credit, follow up on outstanding accounts and assist with credit requirements

• Review and maintain the Aged Trial Balance of Accounts Receivable (AR ageing)

• Monitor special billing arrangements for groups and conventions as required, ensuring postings are in line with customer requirements

• Review the city ledger daily for correct postings of charges and take corrective action where necessary

• Monitor and pursue collection of overdue accounts, including all unallocated cash and credit balances

• Review the bad debts listing monthly and prepare a collectability analysis for the monthly provision for doubtful debts

• Respond to and resolve account queries in conjunction with accounts receivable

• Assist in the control and collection of outstanding guest and city ledger accounts

• Ensure all permanent folio accounts are cleared and reconciled at least weekly, and immediately alert if permanent folios are being used as "dump" accounts

• Review the guest ledger high balance report daily and take appropriate action to secure credit card authorisation and follow up on payment for over-credit-limit or long-stay guests

• Prepare management reports for month-end analysis

• Review provisions, write-offs and other adjustments immediately prior to month end

• Follow up on chargebacks in a timely manner and keep the log updated

• Review and process credit card refunds in a timely manner, in accordance with the IHG Accounting Manual

• Track deposits for events and functions

• Apply credit card payment receipts in OPERA PMS in a timely manner and resolve any discrepancies; investigate fully all credit card balances over 30 days, perform reconciliations daily (signed as evidence) and document the reasons

• Apply any other payments as required

• Handle cross charges and inter-hotel billing, plus billings to the Owning Company

• Ensure payment discrepancies are investigated and followed up in a timely manner

• Provide assistance and training to Front Office on matters pertaining to credit card terminals

• Conduct a monthly credit meeting with the relevant hotel team, highlighting monthly performance and bad debts and discussing any accounts causing concern

• Attend the monthly external Credit Manager Group meeting

• Assist in maintaining and preparing accurate and timely financial and operating information, with emphasis on the Aged Trial Balance of Accounts Receivable

• Assist in the safekeeping, including proper storage and access, of all contracts, leases and other financial records

• Maintain professional and technical competence

• Assist in implementing and maintaining acceptable accounting practices and procedures as required by IHG policies and procedures, generally accepted accounting practices and local conditions

• Ascertain that all charges received for billing are proper, with complete supporting documents, and approved on a credit account with the hotel

• Ensure timely and accurate billing

• Assist in preparing correspondence relating to disputes and chargebacks

• Assist in calculating travel agent commission for accruals and checking travel agent commission details

• Reconcile credit card transactions in OPERA to the batch register daily and investigate any variances

• Maintain a filing system for accounts receivable records

• Assist in balancing the daily transfer to city ledger, and post, edit and update the accounts receivable system

• Assist in the reconciliation of accounts and respond to and resolve account queries

• Process all invoices and statements of account

• Ensure all credit card refunds submitted have proper documentation and approval before a refund is made

• Provide training to Front Office and Food & Beverage on credit card related matters

Guest Experience

• Build and maintain positive relationships with all internal customers and guests in order to exceed their needs

• Take action to address these needs in order to exceed their expectations

• Create a positive hotel image in every interaction with internal and external customers

• Adhere to Regent and IHG brand standards

• Maintain a high level of product and service knowledge in order to explain and sell the hotel's services and facilities to guests

• Assist guests and escort them to locations within the hotel at their request

• Maintain knowledge of special programmes and events in the hotel in order to recognise and respond to guests' needs

• Maintain current hotel information to be able to provide information to guests

• Implement procedures which enhance the guest experience

Responsible Business

• Strictly implement the Control Self-Assessment (CSA) and achieve a 100% score in the CSA audit of the Credit Card and Accounts Receivable category

• Demonstrate an interest in and an understanding of issues relevant to your department and the hotel, and keep your knowledge up to date, including legislative information

• Adhere to the IHG Corporate Code of Conduct, Employee Handbook and hotel policies

• Demonstrate an understanding of competitors' major strengths and weaknesses

• Establish and interpret key performance indicators to manage the business, consistently taking into account the financial implications of business decisions and recommendations

• Have a broad knowledge of how the business is run, focusing on the major factors necessary to ensure that the business is successful and profitable

• Implement acceptable accounting practices and procedures in compliance with IHG policies and procedures, government regulations and generally accepted accounting practices, as affected by local conditions

• Maintain documents for audits of the hotel accounts in compliance with IHG policies and procedures

• Perform other duties as assigned

Accountabilities

• Adherence to the hotel's credit policy and timely collection of guest and city ledger accounts

• Accurate daily reconciliation of credit card transactions in OPERA PMS, with variances investigated and documented

• Accurate and timely billing, chargeback follow-up and refund processing in line with the IHG Accounting Manual

• Compliance with the Control Self-Assessment, IHG policies and applicable accounting regulations

WHAT WE NEED FROM YOU 

To thrive in this role and bring poise and precision to the guest journey, you'll need:

• Diploma, higher education qualification or equivalent in Accounting or Finance

• 1–2 years' experience in hotel accounting or audit, or an equivalent combination of education and work-related experience

• Strong knowledge of accounting principles, financial controls, and statutory reporting requirements

• Proven experience supervising finance team members

• Fluent English required; other languages an advantage

This position is only open to Malaysian citizens, permanent residents and spouse visa holders with the legal right to work in Malaysia.