Accounts Receivable Clerk
Job Summary
Under the general guidance of the Credit Manager, you are to implement, handle, and monitor all matters relating to customer credit and timely collection of outstanding debts.
Essential Duties and Responsibilities
• Review credit applications from companies and organizations. Assess the credit worthiness of customers for accounts receivable based on credit ratings provided by third party or other properties Credit Manager.
• To know and observe the credit policies and to assist in establishing and compiling clear and well defined credit procedures for all positions in a formal Credit Manual.
• To process all Applications for new Credit Accounts and provide feedback to requestor and client within 7 days.
• To investigate customer’s credit worthiness by research through various available sources (e.g. banks, trade, and credit associations etc.) and to recommend credit approval or disapproval to management.
• To report unfavorable information, that may affect customer’s credit standing so as to allow timely action.
• To regularly distribute listings of all Accounts Receivable Active and Blacklisted accounts.
• To set and continuously review credit limits for Accounts Receivable accounts.
• To review with Income Audit guests checked out, open paymaster accounts and advance deposit ledger.
• To maintain a complete alphabetical credit file for each account containing all documentation related to credit research.
• To manage, reconcile and follow up on all credit card queries/disputes.
• To collect any outstanding debts on behalf of affiliated hotels.
• To follow up on collection of; Returned cheques; Credit card chargebacks; Walk out accounts; Late charges; Guaranteed no-shows; Cancellations; Others as required.
• To review on daily basis all Accounts Receivable charges and credits (cheques, BAC’s, and credit cards) to ensure accuracy.
• To report on all accounts receivable barter activity.
• To liaise and arrange collection by debt collection agencies when required.
• To maintain ongoing detailed documentation, using Daylight, of all collection efforts by account for future analysis of a customer’s credit worthiness and to serve as support in the event of bad debt write-off.
• To check the accuracy of proposed invoices and to finalize them.
• To verify the accuracy of balances of Accounts Receivable accounts.
• To ensure correct allocation of receipts to outstanding invoices.
• To contact all Accounts Receivable clients by telephone within 15 days (maximum) of invoices being mailed.
• To send invoices/folios promptly and follow up collection letters on a timely basis.
• To prepare and post charges and adjustments accurately in accordance with the regional credit policy relating to accounts receivable and direct credit card adjustments, when required.
• To prepare and maintain the relevant forms for approval for all Bad Debt write offs.
• To maintain and build communication with all credit parties – Sales and Marketing, Reservations, Front Office, Reservations, Banks, Merchants, Client contacts.
• To answer client’s queries relative to accounts receivable invoices, including credit cards, promptly, professionally and courteously.
• To bill and collect balances related to Accounts Receivable General Ledger accounts, such as tenants and management agreements.
• To lead the monthly credit meetings and ensure all parties are fully aware of issues and responsibilities.
• To submit monthly Accounts Receivable aging and over 60+ days unpaid invoices report to Corporate Office.
• To submit monthly Sales Ledger performance report to the Financial Analyst.
• To provide the accountant monthly with a comprehensive list of manual Accounts Receivable adjustments made in order to transfer to the General Ledger.
• To balance the Account Receivable aging to the General Ledger.
• To prepare monthly the accounts receivable transfers journal, bad debts provision accrual journal, and the monthly credit card commission outstanding accrual journal.
• To be fully acquainted with Lodging Touch.
• To supervise, train, and set targets for the Credit Analyst.
• To comply and enforce corporate SFP’s and regional processes and procedures.
• To assist in the preparation of any ad-hoc analysis or reports as requested by Corporate Office or the Senior Finance Management.
• Undertake and complete any special projects, tasks or other reasonable request by your department head and/or Hotel Management.
• Preparation and completion of timesheets, rotas, holiday schedules, in line with business needs, as and when required.
• Preparation and completion of Purchase Orders (Fourth Hospitality) as and when required.
Standard Responsibilities
• The individual will be expected to maintain the utmost integrity, and where appropriate confidentiality, in dealing with all information and reports produced/handled.
• Comply and adhere to the Rosewood company policies.
• Take on other tasks in addition to the ones stated, in a reasonable framework.
• Be always a “brand ambassador” and ensure brand integrity and clarity are always maintained.
• Model the company’s culture, vision, mission, and core values always.
• Actively participates in and leads recruitment and talent development for the division/department, to meet both current and future needs.
Confidentiality
Whist working for the company there will be access to a wide variety of confidential information concerning the company, guests, and associates. It is vital that all such information remains confidential and must not be disclosed to anyone outside the company, guests and associates, unless otherwise stated.
Health & Safety
• Be aware of and comply with safe working practices as laid down under the Health and Safety rules, regulations, and procedures as applicable to your place of work. This will include your awareness of any specific hazards at your workplace.
• The wearing of appropriate protective clothing provided by or recommended by the Company will
be obligatory.
• Report any defects in the building, plant, or equipment according to hotel procedure.
• Ensure that any accidents to associates, guests or visitors are reported immediately in accordance with correct procedures.
• Attend Statutory Fire, Health & Safety training and be fully conversant with and abide by all rules concerning Fire, Health & Safety.
• Be fully conversant with:
o Regulations
o Risk Assessments for your department
o Hotel Fire & Bomb Procedures
Other
• The above description is not to be regarded as exhaustive. Other tasks and responsibilities of a broadly comparable nature may be added on a temporary or permanent basis, as appropriate.
• As the hotel’s level of business varies considerably, there is a need for flexibility in attitude, approach and working hours.
Skills:
- Credit Assessment Skills: Ability to analyze credit applications and assess the creditworthiness of customers through research and various financial metrics.
- Attention to Detail: Precision in reviewing applications, invoices, and financial documents to avoid errors that could lead to financial loss.
- Analytical Skills: Proficiency in interpreting financial data and reports to make informed recommendations regarding credit approvals or disapprovals.
- Communication Skills: Strong verbal and written communication abilities for interacting with clients, team members, and other departments effectively and professionally.
- Organizational Skills: Excellent organizational abilities to manage multiple accounts, track outstanding debts, and maintain accurate records.
- Time Management: Ability to prioritize tasks effectively to ensure timely collection of debts and processing of credit applications.
- Problem-Solving Skills: Aptitude for identifying issues related to credit and collections and developing strategies for resolution.
- Technical Proficiency: Familiarity with accounting and financial software, such as Lodging Touch or similar systems, as well as spreadsheet tools like Excel for tracking and reporting.
- Customer Service Orientation: A professional and courteous approach to addressing client inquiries and issues related to accounts receivable.
- Team Leadership: Experience in supervising and training team members, setting targets, and fostering a collaborative team environment.
- Financial Reporting Skills: Ability to prepare and present financial reports, such as aging reports and performance metrics, to management and corporate offices.
- Regulatory Knowledge: Understanding of relevant financial regulations and corporate policies to ensure compliance in credit and collection practices.
- Confidentiality and Integrity: Strong sense of ethics to handle sensitive financial information responsibly and maintain confidentiality.
- Flexibility and Adaptability: Willingness to adjust to changing priorities and business needs, demonstrating flexibility in work hours and approach.
- Health and Safety Awareness: Knowledge of health and safety regulations to maintain a safe working environment.
Housekeeping Associate
Job Summary
To ensure that all guest rooms, corridors, and service areas are maintained to the standards set by the Assistant Director Rooms ic Heart of House.
Essential Duties and Responsibilities
• Cleaning chairs, sofas, and carpets in guests’ bedrooms and all public areas.
• Removing chewing gum, candle wax, wine, and coffee stains.
• Ensure that standards are maintained at a required level on a daily basis following the LQA, Forbes and Brand standards in every task daily.
• Work closely with other associates in a supportive and flexible manner, focusing on the overall success of the hotel and the satisfaction of hotel guests.
• Contribute to the collective commitment of a unique guest experience – to create a sense of place.
• Support new members of the housekeeping team.
• Handle guests concerns and comments and find a proper resolution to ensure guest satisfaction.
• Report for work ensuring appearance and presentation meets the required standard.
• Collect key cards and Duty Phone from the Housekeeping office at your appointed start time.
• Collect equipment, ensure you have the correct tools for the job – if not you must let your Floor Supervisor know – and commence cleaning departure rooms. While removing trolleys from the cupboards, noise should be kept to a minimum, as most of our guests will still be asleep.
• While on the floors all noise should be kept to a minimum such as closing doors and conversations.
• Return any turned down rooms to daytime set-up.
• Rooms with a “Do not disturb” card should not be knocked or entered. I
• Report to your Floor Supervisor any sleep-outs, extra departures, rooms on DND or rooms not requiring service.
• All rooms must be cleaned following Rosewood standards.
• Trolleys should be kept neat and tidy throughout the day.
• Ensure public areas and corridors are in immaculate condition.
• Make up any extra beds and baby cots as required.
• Any guest laundry found in occupied rooms should be brought to the attention of the housekeeping office immediately.
• All private dining trays must be removed from the guestrooms and the corridors and placed in a designated collection area.
• Clean and empty vacuum cleaner and assist in the tidying of the store cupboard at the end of the day. I
• Before going off shift, the trolley should be restocked, cleaned and put away. Remain on the floor until your Floor Housekeeper has signed your paper. Return your list, key cards and Duty Phone to the Housekeeping office at the end of your shift.
• Ensure lost and found items are turned directly into Security and the lost property procedure followed.
• Gifts from guests must be accompanied by a signed authorization from the guest and securities pass out before it can be removed from the hotel.
• Ensure safety and return of all key cards and Duty Phone and ensure you do not loan them to anybody else. Report any loss of key card of Duty Phone immediately to the housekeeping office.
• Report immediately any matters concerning the security of guests to the Security Department.
• Ensure all equipment is well maintained and in proper working order. Repo1t any malfunctioning or defects to equipment to the Floor Supervisor.
• Report all malfunctions in assigned areas on to Know cross.
• Be responsible for keeping guest doors closed whilst servicing the guestroom and using’Service’ card.
• Do not allow anyone to enter the guestroom. Advise the guest to use their keycard and request assistance from guest relations if card is faulty.
• Ensure safety of guest prope1ty and report anything suspicious to your floor Supervisor.
• Report suspicious looking persons or anything suspicious to your Floor Supervisor.
• To ensure that all guest rooms and minibars are maintained in accordance with the standard required by the Assistant Director Rooms ic Heart ofl-Iouse.
• Stock and replace missing items in minibars and guest rooms, inspect and clean the minibars in accordance with departmental procedures and policies.
• Maintain, track and complete daily worksheet of minibar stock and post to guest accounts via iPod device.
• Ensure products in minibar and guest room are not expired and take the proper procedure to remove and replace those products as necessary.
• Ensure rotation of all minibar products.
• Monitor and report any misuse or unexplained stock discrepancies.
Standard Responsibilities
• Comply and adhere to the Rosewood company policies.
• Take on other tasks in addition of the ones stated, in a reasonable framework.
• Be a “brand ambassador” at all times and ensure brand integrity and clarity are always maintained.
• Model the company’s culture, vision, mission and core values at all times.
Confidentiality
Whist working for the company there will be access to a wide variety of confidential information concerning the company, guests and associates. It is vital that all such information remains confidential and must not be disclosed to anyone outside the company, guests and associates, unless otherwise stated.
Health & Safety
• Be aware of and comply with safe working practices as laid down under the Health and Safety rules, regulations, and procedures as applicable to your place of work. This will include your awareness of any specific hazards at your workplace.
• The wearing of appropriate protective clothing provided by or recommended by the Company will be obligatory.
• Report any defects in the building, plant or equipment according to hotel procedure.
• Ensure that any accidents to associates, guests or visitors are reported immediately in accordance with correct procedures.
• Attend Fire, Health & Safety training and be fully conversant with and abide by all rules concerning Fire, Health & Safety.
• Be fully conversant with:
o Regulations
o Risk Assessments for your depa1tment
o Hotel Fire & Bomb Procedures
Other
• The above description is not to be regarded as exhaustive. Other tasks and responsibilities of a broadly comparable nature may be added on a tempora1y or permanent basis, as appropriate.
• As the hotel’s level of business varies considerably, there is a need for :flexibility in attitude, approach and working hours.
- Attention to Detail: Ability to notice and address cleanliness and maintenance issues in guest rooms and public areas to meet high standards.
- Time Management: Efficiently managing time to complete cleaning tasks within set timeframes while adhering to quality standards.
- Organizational Skills: Keeping equipment, trolleys, and workspaces organized to facilitate smooth workflow.
- Communication Skills: Clear communication with team members and guests to handle inquiries and concerns effectively.
- Customer Service Orientation: A friendly and professional approach to guest interactions to ensure satisfaction and resolve any issues.
- Teamwork: Ability to work collaboratively with other associates, supporting a cohesive and efficient work environment.
- Problem-Solving Skills: Quickly identifying and resolving issues related to cleanliness, guest complaints, or equipment malfunctions.
- Physical Stamina: Ability to perform physically demanding tasks, including lifting, bending, and prolonged periods of walking or standing.
- Safety Awareness: Understanding and following health and safety regulations to maintain a safe working environment for guests and staff.
- Confidentiality: Maintaining the privacy of guest information and adhering to company policies regarding confidentiality.
- Adaptability: Flexibility to adjust to changing priorities and tasks as needed, especially in a dynamic hotel environment.
- Basic Maintenance Skills: Understanding how to identify minor maintenance issues and report them appropriately.
- Technical Proficiency: Familiarity with housekeeping equipment and technology (e.g., stock management systems for minibars).
- Inventory Management: Keeping track of supplies, minibar stock, and ensuring products are replenished and rotated appropriately.
- Professional Appearance: Maintaining a neat and professional appearance in line with the hotel’s standards.
Events Administrative Assistant / Coordinator
Job Summary
To provide full administrative assistance to the Sales & Marketing team. Ensure the upkeep and smooth running of the office, the office machinery and stationery supplies. Where possible, assist with incoming enquiries. To perform any other reasonable task as requested by management.
Essential Duties and Responsibilities
Daily Responsibilities
•Answer telephone calls to the department and either filter accordingly or take detailed messages.
•Check the sales & marketing in-trays on a regular basis and distribute accordingly.
•Monitor the sales email inboxes on a regular basis and distribute efficiently.
•Produce cover letters for brochure responses and dispatch.
•Type and dispatch general office correspondence and contracts.
•Ensure all correspondence is stamped and mailed.
•File conference contracts, actual and lost bookings.
•Manage Sales Managers diaries and be aware of sales team’s movements.
Weekly Responsibilities
•Collate sales kits/collateral and ensure there is a ready supply.
•Ensure all departments have stocks of brochures and manage the brochure inventory.
•Update Sales Managers’ weekly activity reports.
•Check stationery stock and re-order where necessary.
•Ensure general office tidiness.
•Produce the weekly Sales & Marketing meeting agenda and minutes.
Monthly Responsibilities
•Update monthly data of corporate/leisure room nights (hotel productivity).
•Manage purchase order log.
•P&L Critique.
•Produce monthly report focusing on the sales team’s highlights and financial successes.
Other
•Assist with and conduct site visits as required.
•Assist with marketing promotions e.g. mailings.
•Assist with the preparation of sales trips, functions, and the organization of familiarization trips.
•Perform any other reasonable task as requested.
•Assist and attend relevant familiarization trips/entertainment.
Self-Management
•Plan, organize and use a systematic approach to get things done.
•Manage time and resources effectively.
•Prioritize actions and manage tasks through to completion.
•Actively seek opportunities to develop and learn from experience.
•Set high personal performance standards.
Communication
•Communicate openly and clearly, both written and verbally.
•Pitch information at the appropriate level.
•Listen to the needs of others before contributing.
•Develop positive working relationships at all levels.
•Motivate and inspire others to perform.
Problem Solving & Decision Making
•Collect and analyze relevant information about a problem.
•Seek innovative solutions.
•Make conscious decision to go for action.
•Accept personal responsibility to make things happen.
•Constantly review in order to improve.
Pro-Active Behavior
•Self-reliant, working with minimal control and direction.
•Act on your own initiative when appropriate.
•Take calculated risks to achieve results.
•Think ahead, developing contingency plans where necessary.
•Have driven and determination to succeed.
•Contribute and be effective when team working with peers.
Standard Responsibilities
• Comply and adhere to the Rosewood company policies.
• Take on other tasks in addition to the ones stated, in a reasonable framework.
• Be a “brand ambassador” at all times and ensure brand integrity and clarity are always maintained.
• Model the company’s culture, vision, mission, and core values at all times.
Confidentiality
Whist working for the company there will be access to a wide variety of confidential information concerning the company, guests, and associates. It is vital that all such information remains confidential and must not be disclosed to anyone outside the company, guests, and associates, unless otherwise stated.
Health & Safety
• Be aware of and comply with safe working practices as laid down under the Health and Safety rules, regulations, and procedures as applicable to your place of work. This will include your awareness of any specific hazards at your workplace.
• The wearing of appropriate protective clothing provided by or recommended by the Company will be obligatory.
• Report any defects in the building, plant, or equipment according to hotel procedure.
•Ensure that any accidents to associates, guests or visitors are reported immediately in accordance with correct procedures.
•Attend Statutory Fire, Health & Safety training and be fully conversant with and abide by all rules concerning Fire, Health & Safety.
•Be fully conversant with:
oRegulations
oRisk Assessments for your department
oHotel Fire & Bomb Procedures
Other
• The above description is not to be regarded as exhaustive. Other tasks and responsibilities of a broadly comparable nature may be added on a temporary or permanent basis, as appropriate.
•As the hotel’s level of business varies considerably, there is a need for flexibility in attitude, approach and working hours.
Skills:
- Attention to Detail: Ability to notice and address cleanliness and maintenance issues in guest rooms and public areas to meet high standards.
- Time Management: Efficiently managing time to complete cleaning tasks within set timeframes while adhering to quality standards.
- Organizational Skills: Keeping equipment, trolleys, and workspaces organized to facilitate smooth workflow.
- Communication Skills: Clear communication with team members and guests to handle inquiries and concerns effectively.
- Customer Service Orientation: A friendly and professional approach to guest interactions to ensure satisfaction and resolve any issues.
- Teamwork: Ability to work collaboratively with other associates, supporting a cohesive and efficient work environment.
- Problem-Solving Skills: Quickly identifying and resolving issues related to cleanliness, guest complaints, or equipment malfunctions.
- Physical Stamina: Ability to perform physically demanding tasks, including lifting, bending, and prolonged periods of walking or standing.
- Safety Awareness: Understanding and following health and safety regulations to maintain a safe working environment for guests and staff.
- Confidentiality: Maintaining the privacy of guest information and adhering to company policies regarding confidentiality.
- Adaptability: Flexibility to adjust to changing priorities and tasks as needed, especially in a dynamic hotel environment.
- Basic Maintenance Skills: Understanding how to identify minor maintenance issues and report them appropriately.
- Technical Proficiency: Familiarity with housekeeping equipment and technology (e.g., stock management systems for minibars).
- Inventory Management: Keeping track of supplies, minibar stock, and ensuring products are replenished and rotated appropriately.
- Professional Appearance: Maintaining a neat and professional appearance in line with the hotel’s standards.
