Accounts Receivable Clerk

THE FAENA CULTURE

The FAENA Movement is one of culture, art and community. The FAENA Culture is steeped in the warmth and traditions of the south combining authentic and attentive hospitality with the world’s finest amenities. We act as a catalyst in making dreams a reality with the collaboration of ideas. Creating carefully curated spaces paired with excellence in service to delight the most sophisticated guests as they are indulged by the FAENA Culture.  

 JOB OVERVIEW

The Accounts Receivable Clerk is responsible for daily group billing receivables, billing disputes, maintaining the accounts receivable aging and open balance reports as well as performing month-end duties. The qualified candidate will be logical, detail oriented, able to handle multiple projects simultaneously, extremely professional and customer service oriented. This is an ideal situation for someone who's seeking to expand their skill sets and enhance their professional growth.

DUTIES AND RESPONSIBILITIES 

• Maintain complete knowledge of an comply with all departmental policies/service procedure/standards 
• Maintain complete knowledge of property management system and manual procedures 
• Respond to inquiries, charge inquiries and request in a timely, friendly and efficient manner ensuring guest satisfaction. 
• Responsible for effectively researching, analyzing, documenting and resolving discrepancies with all AR Accounts. 
• Review all final statements for accuracy, make necessary corrections and send to clients in a timely manner 
• Monitor and maintain cleanliness, sanitation and organization of assigned work areas. 
• Participate in month-end account reconciliations and prepare audit documents.
• Keep lien releases log current and reconciled to constructor payment applications.

DAILY 

• Maintain the city and guest ledger. Verify the completeness and accuracy of all client account activity.
   Conduct review cycle of night audit reports issued, verifying accuracies on all client account transactions. Process corrective action as warranted.
• Verify the adequacy of payment for all in house guests by reviewing PMS generated reports on a daily basis and reporting to the Manager/Director of Finance of any potential concerns.
   Recommend required actions to be taken and coordinate with appropriate management.
• Verify the adequacy of credit for all functions by reviewing the published 14- day report. Recommend required actions to be taken and coordinate with appropriate management.
• Ensure timely processing of credit applications. Researches to verify reference information and present to Director of Finance for approval or denial.
• Communicate results with Sales & Catering personnel.
• Follow and perform scheduled billing of all customer accounts. Provides back up documentation & reviews for accuracy & completeness prior to submitting to clients.
• Ensure timely response to customer requests and inquiries. Involves Manager/Assistant Controller/Director of Finance in need periods to ensure rapid response.
• Resolves disputes/questions on problems with client accounts.
• Coordinates client account adjustments/corrections with appropriate operating department management.
   Obtains Manager’s & Director of Finance authorization prior to posting.
• Ensure posting of all city ledger payments to all accounts. Ensure discrepancies are resolved on a timely basis.
• Monitor posting of After Departure Guest Charges, Communication to Guest and collection of same.
• Handles collection efforts in contacting clients who are delinquent on payment.
• Respond to communications on an ongoing daily basis. Ensure all paperwork received each day is reviewed and prioritized for actions to be taken.  

WEEKLY, BI-WEEKLY 

• Ensures recording, monitoring, account application & reconciliation of Advance Deposit ledger is conducted.
• Ensure clearing of “Pending” accounts.
• Ensure clearing of Intercompany accounts.
• Participation in Pre-Con meetings as scheduled.
• Process commission for travel agent sites.
• Process FIT statements.    

MONTHLY 

• Reviews aging and prepares notes/comments for monthly credit meeting. Recommends problem accounts for write off and submission to collection service.
• Coordinate the month-end generation of A/R account reports and generate a Collection Status Report. 
• Assist with sending out monthly statements to Faena Rose members and Faena House owners/tenants. 

QUARTERLY 

• Ensure adequacy of Allowance for Bad Debt calculation. Review with and obtain approval from Director of Finance and Managing Director. Prepare adjusting entries and maintain account analysis.
• Review client files and update credit application, address, contact information etc. where warranted.   

ANNUALLY