Accounting Clerk | Hilton BWI Airport | Linthicum, MD

Hotel Accounting Clerk

Location: Hilton BWI

Department: Finance/Accounting
Reports To: Director of Finance

Position Summary:

The Hotel Accounting Clerk is responsible for supporting the day-to-day accounting operations of the hotel, ensuring accurate and timely financial record-keeping. This position involves processing financial transactions, maintaining financial records, assisting with month-end closing procedures, and ensuring compliance with accounting standards and hotel policies.

Key Responsibilities:

Invoice Preparation and Distribution:

• Assist with Accounts Payable, Accounts Receivable, Income Audit, and General Cashier tasks.
• Generate and issue accurate invoices for Airlines, group bookings and corporate accounts.
• Ensure that all charges, including room rates, taxes, incidentals, and other fees, are correctly applied to guest accounts.
• Daily review of the banquet and Catering recaps to ensure all charges are posted correctly and match with Profitsword.

Payment Processing:

• Monitor and process incoming payments from various sources, including credit cards, checks, cash, and electronic transfers.
• Ensure payments are correctly applied to guest accounts and record them in the POS.
• Follow up with sales regarding payment for non-direct bill accounts and post payment within three business days.

Account Reconciliation:

• Regularly reconcile accounts receivable, ensuring that all payments and transactions are accurately recorded.
• Ensure that small balances are cleared from AR by the end of the month.
• Investigate and resolve discrepancies between guest accounts, payments, and invoices.

Collections:

• Follow up on outstanding payments by contacting clients via phone and/or email.
• Work with guests and corporate clients to resolve payment disputes or overdue invoices.

Customer Service:

• Assist clients regarding billing inquiries, payment issues, and account balances.
• Address and resolve concerns regarding overcharges, billing errors, or other account-related matters.

Maintain Accurate Financial Records:

• Ensure all financial records related to accounts receivable are up-to-date, accurate, and filed correctly.
• Maintain proper documentation of payment receipts, invoices, and credit memos.
• Keep track of Tax exemptions

Assist in Month-End Close:

• Support the accounting team with preparing month-end financial reports by providing necessary information related to accounts receivable.
• Ensure all payments and receipts are accounted for in monthly financial close procedures.

Billing Adjustments:

• Process billing adjustments, including refunds, write-offs, and credit memos, as directed by the management team.
• Ensure all adjustments are accurately documented and justified.

Monitor Accounts Aging:

• Review and analyze accounts aging reports to identify overdue accounts.
• Prioritize collection efforts for accounts that are overdue or approaching their due date.

Maintain Compliance with Hotel Policies and Procedures:

• Ensure all accounts receivable practices comply with hotel policies and industry regulations.
• Follow internal controls to prevent errors, fraud, and discrepancies in billing or payment processing.

Coordination with Other Departments:

• Collaborate with the front desk and sales departments to ensure billing accuracy and smooth processing of charges.
• Work closely with the sales team to ensure proper invoicing for corporate clients or group bookings.
• Other duties as assigned.

NOTE:

• This description excludes non-essential and marginal functions of the position that are incidental to the performance of the fundamental job duties. Furthermore, the specific examples in each section are not intended to be all-inclusive. Rather, they represent the typical elements and criteria considered necessary to perform the job successfully. Other job-related duties may be assigned by the associate’s supervisor.
• Furthermore, this description is subject to change, at the sole discretion of the Company, and in no way creates an employment contract, implied or otherwise; each associate remains, at all times, an “at will” associate

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)