Credit Supervisor/ Officer

1. Accounts Receivable & Credit Control

• Assist the Credit Manager in monitoring and controlling the hotel’s accounts receivable portfolio.
• Ensure that all outstanding guest, company, travel agent, corporate, event, and other credit accounts are monitored and followed up regularly.
• Review daily credit transactions and ensure that supporting documentation is complete and accurate.
• Monitor credit limits and approved payment terms for all credit customers.
• Follow up with customers for timely settlement of outstanding invoices.
• Maintain proper records of all collection activities, commitments, and correspondence.
• Escalate overdue and high-risk accounts to the Credit Manager for appropriate action.

2. City Ledger Management

• Ensure accurate and timely posting of all city ledger transactions.
• Review city ledger balances and investigate unusual or long-outstanding items.
• Ensure that invoices, folios, LPOs, contracts, receipts, and other supporting documents are properly attached and maintained.
• Assist in clearing unidentified, disputed, or incorrectly posted transactions.
• Coordinate with relevant departments to resolve discrepancies affecting city ledger accounts.

3. Credit Application & Documentation

• Assist in reviewing credit applications and supporting documents received from companies, travel agencies, organizations, and other customers.
• Ensure that approved credit limits and payment terms are properly documented and maintained.
• Maintain an updated credit customer database and ensure all relevant information is readily available.
• Ensure that credit facilities are extended only in accordance with the hotel’s approved credit policy and authorization matrix.
• Immediately report any unauthorized or excessive credit exposure to the Credit Manager.

4. Collection & Follow-Up

• Conduct regular collection follow-ups through email, telephone, and other appropriate communication channels.
• Prepare and issue statements of accounts to customers as required.
• Maintain an accurate collection tracker and update payment commitments.
• Follow up on overdue accounts according to the hotel’s credit collection procedures.
• Coordinate with Sales & Marketing for customer-related collection matters where necessary.
• Escalate seriously overdue accounts to the Credit Manager and Finance leadership for further action.

5. Reconciliation & Reporting

• Assist in performing regular reconciliation of accounts receivable and city ledger balances.
• Investigate discrepancies between the hotel’s accounting system and supporting documents.
• Assist with month-end closing activities related to accounts receivable.
• Prepare regular ageing reports and collection status reports for review by the Credit Manager.
• Monitor ageing buckets and highlight accounts requiring immediate attention.
• Assist in preparing reports on overdue balances, disputed accounts, collection performance, and credit exposure.

6. Coordination with Other Departments

• Work closely with Sales & Marketing to ensure that corporate and event accounts are billed correctly and collected within agreed terms.
• Coordinate with Front Office regarding guest credit, deposits, billing instructions, and departure balances.
• Work with Revenue Management and Reservations on issues relating to contracted rates, billing arrangements, and travel agent accounts.
• Coordinate with F&B and Banquets regarding event billing, supporting documents, and credit settlement.
• Maintain effective communication with all departments to minimize billing errors and delays in collection.

7. Credit Compliance & Internal Controls

• Ensure compliance with the hotel’s credit policy, IHG standards, internal controls, and applicable financial procedures.
• Ensure that credit limits and payment terms are not exceeded without proper authorization.
• Monitor accounts for unusual activity, repeated late payments, or potential credit risks.
• Ensure proper segregation of duties and adherence to established financial controls.
• Assist during internal and external audits by providing required documentation and explanations.
• Maintain confidentiality of all financial and customer information.

8. Dispute Management

• Identify and follow up on disputed invoices and outstanding balances.
• Coordinate with relevant departments to resolve billing discrepancies promptly.
• Maintain a dispute log with details of the issue, responsible department, action taken, and resolution status.
• Ensure resolved disputes are promptly reflected in the accounts receivable records.

9. Cash & Payment Monitoring

• Monitor incoming payments against outstanding invoices and ensure timely allocation to the correct customer accounts.
• Assist in verifying bank transfers, cheques, card settlements, and other approved payment methods.
• Coordinate with Accounts Receivable / General Cashier / Income Audit teams where required to resolve payment discrepancies.
• Ensure that unidentified receipts are investigated and cleared promptly.

10. Month-End & Year-End Activities

• Assist the Credit Manager with month-end and year-end closing procedures.
• Ensure all outstanding balances are properly reviewed and reconciled.
• Support the preparation of accounts receivable ageing and provision-related information.
• Assist with audit schedules and supporting documentation.
• Ensure that all required reports are completed within the established timelines.