Accounts Receivable Assistant

Job description

The Accounts Receivable Assistant reports to the Assistant Director, Finance & Business Support and is responsible for supporting the accurate and timely administration of the hotel's accounts receivable functions. This includes processing invoices, maintaining customer accounts, posting payments, reconciling balances, and assisting in the collection of outstanding accounts. The Accounts Receivable Assistant works closely with Sales, Events, Front Office, and Finance teams to ensure accurate billing, timely collections, and compliance with Accor and Fairmont financial policies and procedures. Key Responsibilities Accounts Receivable Administration Prepare, review, and distribute invoices, statements, and account summaries accurately and timely. Process daily receipts, including bank transfers, credit card settlements, and direct payments. Maintain accurate customer account records and supporting documentation. Ensure all billing is completed in accordance with contractual agreements, group resumes, banquet event orders, and hotel policies. Verify that charges are supported by proper documentation and correctly allocated to customer accounts. Assist with the preparation and processing of city ledger and direct bill accounts. Collections & Customer Account Management Monitor accounts receivable aging reports and identify overdue accounts for follow-up. Conduct collection activities through telephone, email, and written correspondence in a professional manner. Follow up with customers regarding outstanding balances and payment commitments. Maintain accurate records of collection efforts and customer communications. Escalate high-risk or delinquent accounts to the Credit Manager as appropriate. Assist in resolving disputes and billing discrepancies in a timely manner. Reconciliations & Cash Application Apply customer payments accurately to the appropriate accounts and invoices. Reconcile customer accounts and investigate variances or unapplied payments. Assist with daily and monthly reconciliations of accounts receivable balances. Coordinate with the Front Office and Income Audit teams to ensure billing accuracy. Support the reconciliation of credit card settlements and other receivable accounts as assigned. Ensure all adjustments, credits, and write-offs are properly documented and approved. Month-End & Financial Reporting Assist with month-end closing procedures related to accounts receivable. Prepare supporting schedules and reconciliations for balance sheet accounts. Generate aging reports and assist in monitoring collection performance. Support bad debt reserve calculations and documentation as directed. Maintain accurate records and supporting documentation for audit purposes. Assist with internal and external audits by providing requested information and account support Internal Controls & Compliance Follow Accor, Fairmont, and hotel policies relating to credit, billing, collections, and financial controls. Ensure all transactions are supported by appropriate approvals and documentation. Maintain confidentiality of customer, financial, and business information. Adhere to established internal control procedures and segregation of duties. Identify opportunities to improve billing accuracy, collection efficiency, and financial processes. Maintain accurate records in accordance with company policies and accounting standards. Cross-Department Collaboration Work closely with Sales, Events, Reservations, and Front Office teams to ensure accurate billing information is obtained and maintained. Assist operational departments with customer account inquiries and billing questions. Collaborate with clients and internal stakeholders to resolve invoicing and payment issues. Support the Credit Manager and Finance team in achieving departmental objectives. Participate in system, process improvement, and training initiatives as required. Promote exceptional service standards and positive stakeholder relationships. What will you bring to this role? To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions: · Experience 1-3 years of accounts receivable, credit, collections, accounting, or finance experience, preferably within the hospitality industry. Experience managing customer accounts, invoicing, collections, and reconciliations. Previous experience working with accounting systems or property management systems preferred. Hospitality, hotel, resort, or luxury service environment experience is considered an asset. Education Associate's degree, diploma, or certificate in Accounting, Finance, Business Administration, or a related field preferred. Equivalent combination of education and relevant work experience will be considered. Competencies, Knowledge & Skills Strong understanding of accounts receivable principles, collections procedures, and financial controls. Excellent organizational skills and attention to detail with a high degree of accuracy. Strong analytical and problem-solving abilities. Effective written and verbal communication skills. Ability to build and maintain professional relationships with guests, clients, and business partners. Proficient in Microsoft Office Suite, particularly Excel, Word, and Outlook. Experience with Opera, Opera Cloud, SUN Systems, or other hotel accounting software preferred. Ability to prioritize workload, meet deadlines, and manage multiple tasks in a fast-paced environment. Ability to maintain confidentiality and exercise sound judgment in handling sensitive financial information. Personal Attributes, Culture & Values Professional, courteous, and service-oriented. Highly organized with strong follow-through and accountability. Positive attitude and commitment to teamwork and collaboration. Self-motivated with the ability to work independently. Demonstrates integrity, discretion, and professionalism in all interactions. Adaptable and flexible in a dynamic hospitality environment. Embrace the Fairmont brand promise and luxury in your role and in all your interactions. Foster an inclusive environment where every individual feels valued and respected Circumstances Ability to meet month-end and year-end reporting deadlines. Flexibility to work additional hours when operational or reporting requirements demand. Ability to sit for extended periods and perform computer-based work. Ability to maintain reliable attendance and support Finance Department objectives. Employee Benefits: Join our team and enjoy a range of exclusive colleague perks, including complimentary upgrades, extended stays, discounted stays across Fairmont & Raffles properties, special dining and wellness discounts, and added luxuries to enhance your experience. We believe in taking care of our team, ensuring that your hard work is rewarded with exceptional benefits. Add any other benefits relevant to your property. What’s in it for you? As part of Accor , a global hospitality leader with over 5,500 hotels worldwide, you’ll enjoy: Opportunities for growth and development , mentorship, and international mobility Health insurance , retirement savings plans , and comprehensive wellness programs Worldwide travel discounts and preferred rates across the Accor portfolio A supportive, inclusive culture grounded in respect , teamwork , and professional development Start your journey with us today and explore the possibilities! #BeLimitless Our Values Respect: We value the needs, ideas and individuality of others. We treat everyone with fairness and dignity. Excellence: We make genuine connections, and we cherish every opportunity to make the people around us feel special. Belonging: We celebrate our differences. We support each other and we always stand together. Empowerment: We have authority to take initiative and anticipate moments that create unforgettable experiences. Integrity: We build trust through mutual respect and being authentic. Your team and working environment: Fairmont Southampton is a premier luxury resort and regarded as a leader in the hospitality industry. Our mission is to turn moments into memories for our Guests. An exciting hospitality career awaits you if you are committed to providing our Guests with an authentically local experience through providing warm and engaging service. Our Heartists work cohesively as part of the team in a demanding, multi-cultural diverse environment. Our commitment to Diversity & Inclusion: Fairmont is committed to creating an inclusive environment where diverse talent thrives. We welcome candidates from all backgrounds to join our team. Fairmont Hotels & Resorts Join a dynamic team and be part of a network of 90 spectacular properties, and 34 more in the pipeline, in 30 countries around the globe. Our properties are located from the beaches of Hawaii to the unspoiled national parks of Canada, to the heart of London, to the deserts of the United Arab Emirates. About Fairmont Southampton Are you ready to join a team that thrives on excellence and embraces limitless potential? Fairmont Southampton, Bermuda’s largest resort, invites exceptional individuals to be part of our award-winning team and shape the future of hospitality. Following a multi-million-dollar renovation, our 593-room resort is Bermuda's largest, featuring nine restaurants, a 30,000-square-foot spa, an 18-hole par three golf course and a captivating Beach Club. Opportunities for growth and success are boundless. Our culture emphasizes respect, teamwork, and professionalism, supported by comprehensive benefits. Join our diverse and inclusive team, where your unique talents and perspectives are celebrated. Dare to go beyond the ordinary, unlock your potential and make a lasting impact at Fairmont Southampton. Together, let's create memories that exceed expectations. #BeLimitless About the Application Process: At Fairmont, we want to bring out your highest potential. Shortly after applying, you will receive an email from our partner AssessFirst prompting you to create a profile and complete a questionnaire. This is a mandatory step for your candidacy to be considered as it enables us to explore your compatibility with this role and our culture of luxury excellence.