Accounts Receivable Assistant

The incumbent in this position is responsible for facilitating payment of all money due by promptly preparing invoices and processing incoming checks in accordance with hotel accounting and financial policies and procedures as well as following up on all outstanding payments owed to the hotel.

Key Responsibilities

• To know and observe the credit policies of Villa Rosa Kempinski and Olare Mara Kempinski.
• Process the daily transfer from guest ledger (accruals) to city ledger of all invoices and credit card payments promptly.
• To monitor the postmaster accounts ensuring that the opening of those accounts are approved and they are closed within the stipulated time.
• To check if all daily City Ledger folios are received from Front Office.
• To check that room rates charged to travel agents are in accordance with their contracts.
• To ensure that group billings are completed as per contract.
•  To ensure that all folio transfers are approved and routed to correct customer.
• To ensure accuracy of all charges and credits posted to the individual accounts.
• To check if the invoices are attached with proper covering details e.g. commitment letter, LPO/PO/LSO, vouchers, or any other relevant documents supporting the charges before
•  dispatching them to customers.
• To maintain the records i.e. scanning copies of all invoices, supporting documents, statements, filing etc.
• To check the balances of account receivables to ensure that all figures are accurate and tied to related accounts.
• To balance all house accounts on a weekly basis.
• To investigate disputed charges and to follow up on queries received by City Ledger Customers and credit card customers.
• To reconcile payments and open invoices.
• To maintain ongoing detailed documentation of all collection efforts for future analysis of a customer’s credit worthiness and to serve as support in the event of a bad debt write-off.
• To update approved credit customers in Opera AR, ensuring the credit application forms are current and up to date.
• To contact delinquent accounts and try to collect money in the shortest delay possible.
• To report to the Credit Manager all matters affecting credit and collection.
• To monitor and maintain supporting documents of all advance deposits.
• To reconcile and allocate credit cards.
• To reconcile and allocate Mpesa payments.
• To answer client’s queries promptly, professionally and efficiently.
• Performs all duties and responsibilities in a timely and efficient manner in accordance with established company policies and procedures to achieve overall objectives of this
•  position.
• To understand and strictly adhere to the Rules & Regulations established in the Employees Handbook and the Hotel’s policy on Fire, Hygiene, Health & Safety.

Skills, Knowledge and Expertise

• CPA (K).
• Bachelor’s degree or diploma in accounting or any related field.
• At least 3 years’ experience in a similar position and one year experience in finance and accounts management.
• Excellent oral and communication skills. 
• Computer literate with in-depth knowledge in Microsoft Office products and accounting softwares.
• Must have good organizational and time management skills.
• Ability to work under pressure with minimum supervision and coordinate tasks to meet deadlines. 
• Applies a professional, confidential and ethical approach at all times.
• Team player with excellent interpersonal skills.
• Ability to handle high volume with attention to detail.