Key Responsibilities
I. Corporate Invoicing and Chargeback Verification
- Review and verify all chargeback vouchers issued by travel agents before invoicing.
- Cross-check RMS reservation details, including rate, inclusions, dates, and billing instructions.
- Confirm that the Bill To is correctly set to Travel Agent and the accurate agent email is selected in RMS.
- Ensure all supporting documents are saved and recorded correctly in RMS correspondence.
- Report missing or incorrect chargeback vouchers promptly to the Corporate Reservations Team.
II. Invoice Processing
- Create, verify, and issue invoices from RMS strictly according to company procedures.
- Upload invoices to travel agent portals, including HRS and CTM Government, as required.
- Apply necessary corrections through RMS when errors occur and complete void transactions when necessary.
- Maintain a complete and auditable transaction trail for all actions taken during the invoice processing lifecycle.
III. Accounts Receivable Management
- Monitor and manage outstanding balances across all corporate accounts.
- Execute the collection workflow, including follow-up on overdue invoices.
- Reconcile allocations and ensure payments are accurately coded and applied in the ledger.
- Investigate and resolve billing and payment discrepancies in a timely manner.
IV. Reporting and System Use
- Produce key financial reports, including AR aging reports (Debtors Ledger), reconciliation summaries, and exception reports.
- Utilize RMS to accurately extract data for financial reporting and maintain robust financial records.
- Support internal and external audits by preparing required documentation and providing clear explanations.
V. Communication and Client Relations
- Respond promptly and professionally to corporate invoice or statement queries from external parties.
- Communicate effectively with Travel Agents, Corporate Reservations Team, Property Managers, and other internal departments.
- Maintain professional and accurate communication that supports positive client and vendor relationships.
VI. Compliance and Process Controls
- Adhere strictly to all financial controls outlined in the Standard Operating Procedures (SOP) for Invoicing Travel Agents.
- Follow company credit policies, specific travel agent agreements, and billing instructions.
- Protect confidential financial data in line with company policies.
- Assist with the continuous review and improvement of invoicing procedures and control measures.
