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.
• Monitor the postmaster accounts, ensuring that the opening of those accounts is approved and they are closed within the stipulated time.
• Check if all daily City Ledger folios are received from Front Office.
• Check that room rates charged to travel agents are in accordance with their contracts.
• Ensure that group billings are completed as per contract.
• Ensure that all folio transfers are approved and routed to the correct customer.
• Ensure accuracy of all charges and credits posted to individual accounts.
• Check if invoices are attached with proper covering details (e.g., commitment letter, LPO/PO/LSO, vouchers, or other relevant supporting documents) before dispatching to customers.
• Maintain records (scanning copies of invoices, supporting documents, statements, filing, etc.).
• Check the balances of accounts receivable to ensure figures are accurate and tied to related accounts.
• Balance all house accounts on a weekly basis.
• Investigate disputed charges and follow up on queries received from City Ledger and credit card customers.
• Reconcile payments and open invoices.
• Maintain detailed documentation of all collection efforts for future analysis of customer creditworthiness or potential bad-debt support.
• Update approved credit customers in Opera AR, ensuring credit application forms are current.
• Contact delinquent accounts and collect outstanding amounts in the shortest delay possible.
• Report to the Credit Manager all matters affecting credit and collection.
• Monitor and maintain supporting documents for all advance deposits.
• Reconcile and allocate credit cards.
• Reconcile and allocate M-Pesa payments.
• Answer client queries promptly, professionally, and efficiently.
• Perform all duties in a timely and efficient manner in line with company policies and procedures.
• Adhere strictly to Rules & Regulations in the Employee Handbook and Hotel policies on Fire, Hygiene, Health & Safety.
• Report and ensure immediate rectification of all potential and real hazards.
• Adhere to employee rules and regulations.
• Report for duty punctually, always wearing the correct uniform and name tag.

Skills, Knowledge and Expertise

• CPA (K).
• Bachelor’s degree or diploma in accounting or a related field.
• At least 3 years’ experience in a similar position and one year in finance and accounts management.
• Excellent oral and written communication skills.
• Computer literate with strong knowledge of Microsoft Office and accounting software.
• Good organizational and time management skills.
• Ability to work under pressure with minimum supervision and meet deadlines.
• Professional, confidential, and ethical work approach.
• Team player with strong interpersonal skills.
• Ability to handle high-volume work with attention to detail.