Summary Main Duties Operational Ensure the accurate and timely payment and posting of all properly approved invoices. Every payment being made must be posted in the system. Invoices must be posted in accordance with the comments on the Purchase Order. Maintain all documentation in a comprehensive and meticulous filing system on a daily basis. Anyone should be able to find some required information on their own, even if the payment was only made yesterday. Maintain excellent relations with all "customers", both internal and external; always, in an assertive manner, which ensures that the agreed procedures and terms are followed. Process daily invoices to match them to their supporting authorizations and receiving records. Prepare account allocation and check accuracy of account allocations. Determine all payments due and submit the disbursement schedule to the Director of Finance/Asst Director of Finance for approval prior to the actual preparation of checks. Prepare payments and submit them, with their supports attached, for final approval and signature. Raise and record manual checks for urgent payments. Prepare monthly accruals for goods and services received, but not invoiced. Cooperate and assist in reconciling the month-end inventory book balances to actual physical counts. Provide a summary of the aging report required by the Accounting and Control division to prepare monthly reports. Process all charges and credits to City Ledger, in a timely manner. Be fully conversant with the credit policy and procedures. Ensure that all transfers to City Ledger through Night and Income Auditors agree with the control account. Ensure the accuracy of all charges and credits posted to the individual accounts. Process invoices/folios promptly and render interim and monthly statements and follow-up letters on a timely basis. Ensure that the posting of invoices and settlements is up-to-date and that payments are correctly aged. Check daily whether in-house guest balances exceed the house limit for appropriate follow-up with the guests. Follow up on collection of returned checks, credit card charge backs, skipper accounts, late charges, guaranteed no-shows. Investigate disputed charges and follow up on queries raised by City Ledger customers. Handle all credit requests from in-house guests. Review Daily Income Reconciliation and investigate possible discrepancies. Prepare Cash Journal and ensure that Change is available for operating departments. Customer Service Provide the appropriate level of professional, courteous and caring service to other employees (internal customers) and other visitors to the division. Ensure all employees provide a courteous and professional service at all times. Handle guest and employee enquiries in a courteous and efficient manner, reporting complaints or problems if no immediate solution can be found, whilst feeding back a prompt follow up. Maintain positive guest and colleague interactions with good working relationships. Administration Ensure that daily invoices are recorded and processed accurately and in a timely fashion in accordance with the Hotel's policies and procedures and local regulations. Allocate expenses properly to the correct departments and periods. Assist the Accountant in all stages within the Accounts Payable function leading to the preparation of monthly financial reports and analysis. Ensure all files and reports are properly filed for future reference. Process travel agent commission payment through Onyx program. Process Hyatt Gold Passport data and send files, Award Certificates and Retroactive manual vouchers to Hyatt Gold Passport Office on a periodic basis. Reconcile reimbursements received for Award Compensation checking against our records.
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