Accounting Clerk AP/AR

Westin Chicago North Shore • Wheeling, IL

3d • Onsite

About The Position

This role is responsible for posting and general accounting of revenues, processing vendor invoices, and journal entry preparation. The Accounting Clerk AP/AR will monitor master accounts, prepare and post adjustments, process invoices, and manage group codes and masters. The position also involves researching and responding to credit card inquiries and chargebacks, transmitting travel agent disbursements and commission inquiries, and handling credit and food and beverage batches. Additionally, the role audits and refunds advance deposits, manages credit balances, maintains inter-hotel accounts, processes certificate billings, and responds to guest inquiries. The clerk must maintain accurate records, files, reports, and contracts, produce effective correspondence, protect confidentiality, handle clients professionally, and utilize computer systems for analysis and reporting. Recording and distributing meeting notes are also part of the responsibilities. Supportive functions may include assisting with accounting office issues and providing administrative support, with the specific allocation of time determined by the manager.

Requirements

• Must be able to speak, read, write and understand the primary language(s) used in the workplace.
• Must be able to read and write to facilitate the communication process.
• Requires good communication skills, both verbal and written.
• Thorough knowledge of computer processing system and ability to manually perform these operations if necessary.
• Knowledge of computer accounting programs, math skills as well as budgetary analysis capabilities required.
• Must be able to handle a high workload volume with organization and control.
• Ability to solve problems and make rational decisions.
• Must possess a high level of accuracy and neatness.

Responsibilities

• Monitor master account from check-in through checkout, ensuring correctness of billing.
• Prepare and post city ledger adjustment as needed.
• Prepare and mail invoices and individual travel voucher accounts with proper documentation in the same day as they transferred to Accounts Receivable.
• Schedule daily bill review with on-site group contacts whenever possible.
• Prepare group codes and open masters for all unassigned groups on daily event order.
• Research and respond to all credit card inquiries and charge backs within time limits set by credit card companies, processing the necessary adjustments when required.
• Transmit travel agent disbursements on a weekly basis, ensuring the accuracy of the file prior to transmittal.
• Research and respond to all individual travel agent commission inquiries in a timely manner.
• Transmit credit and food and beverage batches to credit card companies for payment.
• Ensure proper transmittal of debit batches to credit card companies.
• Prepare adjustments to reflect receipt of payments from credit card companies upon notification from the bank.
• Prepare deposit list for cash and check receipts.
• Process weekly the account management software credit approval report.
• Enter credit approvals into account management software.
• Handle credit card charges for all ancillary billings (electrical, delivery, parking, etc.).
• Clear all “wash-through” accounts in a timely manner.
• Audit, apply, research and refund or take as income all advance deposits on individual reservations.
• Handle all credit balances on individual accounts.
• Maintain inter-hotel accounts, including billing, posting, and identifying payments.
• Process and collect certificate billings.
• Respond to guest questions or problems in a timely, professional manner.
• Maintain accurate records, files, reports, contracts, etc.
• Produce reports and correspondence that are effective, appropriate for the audience, and grammatically and technically accurate.
• Protect confidentiality of all relevant information.
• Effectively handle clients and guests on the phone by practicing proper phone skills.
• Effectively use computer systems and software to analyze information, produce reports and correspondence.
• Record, type and distribute meeting notes.
• Assist with accounting office issues.
• Provide administrative support.

Benefits

• Paid time off, including: Paid holidays, Paid sick leave and/or paid leave, Vacation time
• Medical, dental, and vision insurance
• Life and disability insurance
• Employee Assistance Program (EAP)
• Employee discounts (e.g., hotel stays, food & beverage, and partner programs)
• Paid Leave benefits in accordance with applicable state and local laws.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed