Accounts Receivable/Payable Specialist

The Accounts Receivable/Payable Specialist holds a critical role in the financial operations of the organization. This role is responsible for efficiently processing, accurately recording, reconciling accounts, and ensuring timely invoicing of outstanding debts. In addition, the Specialist will also handle vendor invoice processing, cash disbursements, and support various accounting projects as needed. 

DUTIES AND RESPONSIBILITIES 

• Post daily payments, including checks, credit cards, cash, ACH, and process direct billing forms.
• Refund deposits for canceled reservations and post parking charges to event groups on a daily basis.
• Send Sertifi links for credit card authorizations and monitor Accounts Receivable (A/R) to ensure payments are collected within 60 days.
• Apply payments, reconcile the A/R aging report, and maintain organized filing for all A/R documentation.
• Report cash or credit card discrepancies to the appropriate department with professionalism and tact.
• Manage open folios, collaborating with the Front Office to ensure that individual, group, and house accounts are closed properly.
• Create group master accounts for events, collect deposits, and ensure accurate billing based on group resumes and BEO instructions. Maintain ongoing communication with clients and the sales/catering team regarding billing.
• Post monthly transactions, prepare invoices and statements, and process cash receipts and wire transfers.
• Complete monthly A/R adjustments, reports, and spreadsheets, including A/R aging and house account details.
• Assist with monthly bank audits for cash-handling associates. 
• Handle multiple incoming calls, emails, voicemails, and in-person requests in a timely manner.
• Address guest inquiries regarding folios and resolve credit card disputes and chargebacks with empathy and creative solutions, adhering to credit card company timelines.
• Report Restaurant and Banquet tips/gratuities to HR for payroll processing. 
• Collect money from guest laundry and soda machines as needed and ensure laundry supplies are stocked for guests.
• Process invoices for various departments (urgent/regular) on a weekly basis or as needed. 
• Maintain organized filing systems. 

WORK EXPERIENCE 

• A minimum of 1-2 years of accounting experience, preferably within the hospitality industry.
• At least 1 year of experience in a customer service role is required.

KNOWLEDGE

• Strong understanding of hotel operations and guest profiles.
• Intermediate to advanced knowledge of accounting principles for processing charges, refunds, and adjustments.
• Ability to interpret and explain guest folios and group contracts.
• Proficient in Microsoft Office Suite, with advanced data entry and keyboard skills.
• Advanced knowledge of Excel, including workbook creation and function utilization.
• Competent in computer skills, including typing, email composition, and internet research.

EDUCATION

• A.S., B.S, M.S Degrees or Certifications in Accounting, Business Management or Hospitality are not required but highly preferred. 

SKILLS

• Excellent business communication skills, both verbal and written, with proficiency in English, ensuring clear and professional interactions with clients, vendors, and internal teams.
• Strong phone and email etiquette, demonstrating professionalism in all written and verbal correspondence related to financial transactions and inquiries.
• Advanced interpersonal skills, including active listening, effective questioning, and fostering teamwork, contributing to a collaborative work environment and smooth financial operations.
• Proven ability to manage multiple accounting tasks simultaneously, maintaining structure, focus, and efficiency while effectively prioritizing deadlines and responsibilities.
• Skilled in resolving conflicts with professionalism and tact, ensuring optimal satisfaction for both clients and colleagues, or escalating issues to management as necessary to maintain smooth financial processes. 

PHYSICAL REQUIREMENTS

• Prolonged sitting and occasional walking for 8 hours.  
• Ability to walk around the hotel, up and down stairs, stoop, kneel, push/pull and lift as necessary up to 10 lbs.  

PREFERRED QUALIFICATIONS 

• Bilingual or Multilingual 
• Marriott Software 
• Experience with LightSpeed is highly preferred.

ABOUT THE COMPANY

The Sheraton Palo Alto is a renowned hotel situated in the heart of Palo Alto, California. We pride ourselves in delivering exceptional hospitality to our guests and ensuring their comfort and satisfaction. With our luxurious accommodations, state-of-the-art facilities, and dedicated service team, we strive to create memorable experiences for all our guests.

EEOC Statement: The Sheraton Palo Alto is an equal opportunity employer. We value diversity and strive to create an inclusive and welcoming work environment for all team members. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other protected status in accordance with applicable laws.