Accounting Specialist - AP/AR

IHG•San Antonio, TX

12h•$18 - $25•Onsite

About The Position

Under the general guidance and supervision of the Director of Finance/Assistant Director of Finance, this role prepares, controls, and maintains all vouchers, checks, and records in accordance with Policy and Procedures. The position involves interacting with colleagues, suppliers, customers, and other hotel departments. The role requires obtaining and processing receiving reports, purchase orders, and supplier invoices, ensuring proper coding and distribution. It also involves maintaining ledgers for merchandise in transit and prepaid accounts, matching invoices with purchase orders and receiving reports, and verifying the coding of disbursements. The Accounting Specialist will assist in the preparation of monthly financial statements and ensure compliance with hotel policies. For Accounts Receivable, duties include preparing billings, working with catering and banquet teams for accurate client billing, maintaining organized files, performing collections, preparing aging reports, posting checks and credit card payments, reconciling gift certificates, creating client accounts in PMS, responding to chargebacks, and maintaining direct bill applications. The role may also involve other assigned duties and special projects.

Requirements

Ability to carry or lift items weighing up to 25 pounds.
Ability to stand up and move about the front office or other designated areas.
Ability to communicate with other people.
Ability to handle objects, supplies, boxes of merchandise, etc.
Ability to bend, stoop, kneel, crouch, and reach.
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.

Nice To Haves

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.
Thirst for travel, passion for culture and appreciation for diversity.

Responsibilities

Prepares, controls, and maintains all vouchers, checks, and records.
Obtains receiving reports and purchase orders.
Ensures appropriate signatures on receiving reports.
Prepares payable vouchers with expense distribution and appropriate coding.
Passes payable vouchers with blank checks for typing.
Controls the serial numbers of payable vouchers.
Files payable vouchers with paid checks and relevant documents monthly.
Maintains ledger for merchandise in transit.
Controls prepaid accounts and updates postings.
Matches invoices with purchase orders and receiving reports, checking quantity, price, and extensions.
Checks the coding of all disbursements made by General Cashier.
Maintains up-to-date files of accounts payable records.
Verifies monthly charges of Telephones/Telexes accounts against Hotel sales summary.
Assists in the preparation of monthly financial statements.
Complies with Hotel’s, Safety and Hygiene policy.
Processes payment of invoices with strict adherence to accounting policies and procedures.
Prepares all billings for mailing.
Works directly with catering and banquet teams to ensure accurate billing of clients.
Maintains organized files for open and paid invoices.
Places appropriate calls to clients for collections and maintains detailed call logs.
Prepares over 60-day report with detailed descriptions of account balances.
Posts all checks received (direct bill payments, advanced deposits, misc. checks).
Prepares advanced deposit log and researches outstanding items.
Assists guests with questions concerning charges on their credit card statements.
Prepares and maintains monthly aging reports.
Performs monthly gift certificate reconciliation.
Ensures accurate distribution of gift certificates to hotel personnel.
Creates and maintains client accounts in PMS.
Posts credit card payments from clients.
Helps prepare documents for and participates in the Monthly Credit Meeting.
Researches and responds to all credit card chargebacks.
Maintains all direct bill applications.
Assists in the preparation of credit checks.
Performs related duties and special projects as assigned.