Accounting Specialist - AP/AR

DESCRIPTION:
At InterContinental Hotels Group® InterContinental San Antonio Riverwalk we want our guests to feel special, cosmopolitan and In the Know which means we need you to:
•    Be charming by being approachable, having confidence and showing respect.
•    Stay in the moment by understanding and anticipating guests’ needs, being attentive and taking ownership of getting things done.
•    Make it memorable by being knowledgeable, sharing stories and showing your style to create moments that make people feel special.

Purpose:

Under the general guidance and supervision of the Director of Finance/Assistant Director of Finance, prepares, controls and maintains all vouchers, checks and records same in accordance with Policy and Procedures.

Relationships

1.    Reports directly to Director of Finance/Assistant Director of Finance.
2.    Interacts with other colleagues of the Accounting Office when necessary.
3.    Interacts with outside members of the community such as, but not limited to, suppliers and customers.
4.    Cooperate, coordinates with Hotel Departments as required.

Duties and Responsibilities for both the Accounts Payable & Receivable:

1.    Obtains on daily basis from Cost Control Department, receiving reports together with appropriate purchase request. 
2.    Obtains on daily basis from Purchasing/Materials Department, various purchase orders.
3.    Ensure appropriate signatures appear on receiving stamp report.
4.    Prepares payable vouchers with expense distribution for supplier’s invoice appropriately coded. 
5.    Passes payable vouchers with blank cheque to Secretary for typing.
6.    Controls the serial numbers of payable vouchers.   
7.    Files payable vouchers with cheques paid with relevant notes and documents monthly. 
8.    Maintains ledger for merchandise in transit, records, charges, credits and balance are adequate. 
9.    Controls prepaid accounts, updates posting as required and verifies that balances are adequate. 
10.    Matches invoices with purchase orders, receiving reports and check invoices as to quantity, price and extensions.
11.    Checks the coding of all disbursements made by General Cashier.
12.    Maintains up-to-date files accounts payable records.
13.    Verifies monthly charges of Telephones/Telexes accounts against Hotel sales summary. 

14.    Assists the Director of Finance/Assistant Director of Finance in the preparation of monthly financial statements.
15.    Complies with Hotel’s, Safety and Hygiene policy.
16.  Process payment of invoices and strict adherence to all accounting policies and procedures.

ACCOUNTS RECEIVABLE DUTIES & RESPONSIBILITIES:

• Prepare all billings for mailing
• Work directly with the catering and banquet teams to ensure accurate billing of clients
• Maintain organized files for open and paid invoices
• Place appropriate calls to clients for collections and maintain detail call logs of all correspondence with client
• Prepare over 60-day report with detailed descriptions of account balances
• Post all checks received – i.e. direct bill payments, advanced deposits, misc. checks
• Prepare advanced deposit log as well as research any outstanding items
• Assist guests with questions concerning charges on their credit card statements
• Prepare and maintain monthly aging reports
• Monthly gift certificate reconciliation log
• Ensure accurate distribution of gift certificates to hotel personnel
• Create and maintain client accounts in PMS
• Post credit card payments from clients when appropriate
• Help prepare documents for, and participate in, the Monthly Credit Meeting
• Research and respond to all credit card chargeback’s
• Maintain all direct bill applications
• May assist with other duties as assigned
• Assist in the preparation of credit checks

  Performs related duties and special projects as assigned.

This job requires ability to perform the following:

• Carrying or lifting items weighing up to 25 pounds

• Standing up and moving about the front office or other designated areas

• Communicating with other people

• Handling objects, supplies, boxes of merchandise, etc.

• Bending, stooping, kneeling, crouching, reaching

Other:

• Reading abilities are utilized often when reading invoices and work materials.

• Mathematical skills are used frequently to perform calculations, reconcile account balances, etc.

• Frequent contact with guests and outside vendors is necessary to resolve billing issues or answer questions.  Strong customer service skills are required.

• May be required to work nights, weekends, and/or holidays.

The hourly pay rate for this role is $18.46-$25.00. We offer a comprehensive package of benefits including paid time off, medical/dental/vision insurance, 401k, and many other benefits to eligible employees.