Accounts Receivable Supervisor is responsible for the effective management of the hotel's accounts receivable, credit, billing, and collection activities. The position ensures that all receivables are accurately recorded, properly supported, billed on time, and collected within established credit terms.
The role is accountable for maintaining the hotel's Accounts Receivable (AR) percentage within the approved monthly target, minimizing overdue and ageing accounts, and ensuring timely collection from corporate accounts, travel agencies, government accounts, online travel agencies, event clients, concessionaires, and other hotel debtors.
The Accounts Receivable Supervisor works closely with Finance, Sales & Marketing, Front Office, Reservations, Banquet, and other concerned departments to ensure compliance with the hotel's credit policies and the timely resolution of billing and collection concerns.
KEY DUTIES AND RESPONSIBILITIES
1. Accounts Receivable Management
- Manage and monitor the hotel's accounts receivable portfolio and ensure that outstanding balances are collected within approved credit terms.
- Ensure that the hotel's monthly AR percentage target is achieved and maintained through effective monitoring, collection, and follow-up.
- Review the AR ageing report regularly and priorities collection of overdue and high-risk accounts.
- Monitor current, 30-day, 60-day, 90-day, and over-90-day receivables and initiate appropriate collection actions.
- Ensure that long-outstanding accounts are properly escalated to the Financial Controller and concerned department heads for appropriate action.
- Maintain accurate and updated records of collection status, commitments to pay, disputes, and other account developments.
- Perform regular reconciliation of subsidiary ledgers against the general ledger and investigate discrepancies.
2. Credit Management
- Implement and enforce the hotel's approved credit and collection policies and procedures.
- Review credit applications and supporting documents and provide recommendations on credit limits and payment terms.
- Monitor compliance of accredited companies and clients with approved credit limits and terms.
- Identify accounts with deteriorating payment behaviour or increasing credit exposure and recommend appropriate controls.
- Coordinate with Sales & Marketing regarding clients with overdue balances, credit concerns, or accounts requiring collection intervention.
- Recommend suspension, review, or withdrawal of credit privileges when warranted and in accordance with hotel policy.
3. Billing and Collection.
- Ensure timely and accurate preparation and dispatch of statements of account, invoices, billing documents, and supporting attachments.
- Ensure completeness of supporting documents required by clients to facilitate timely payment.
- Conduct systematic follow-ups through email, telephone calls, collection letters, and meetings when necessary.
- Maintain a collection schedule and ensure that collection commitments are closely monitored.
- Coordinate with clients regarding billing discrepancies and facilitate prompt resolution with the concerned hotel department.
- Ensure collections received are properly acknowledged, recorded, deposited, and applied to the correct accounts.
- Monitor post-dated cheques and other payment arrangements in accordance with established procedures.
4. AR Performance and Reporting
- Prepare and submit accurate monthly Accounts Receivable reports, ageing analyses, collection reports, and other required financial schedules.
- Track actual AR performance against the hotel's approved monthly AR percentage and collection targets.
- Analyze causes of overdue accounts and recommend corrective actions to improve collection performance.
- Provide the Financial Controller with regular updates on significant overdue accounts, collection risks, disputed balances, and expected collections.
- Monitor collection efficiency and ageing trends and recommend measures to reduce Days Sales Outstanding (DSO)
- Participate in regular credit and collection meetings and provide updates on major accounts and collection action plans.
5. Internal Controls and Compliance.
- Ensure adherence to Seda Hotels Finance policies, credit policies, standard operating procedures, and established internal controls.
- Maintain complete documentation and audit trails for all accounts receivable transactions.
- Ensure proper segregation of duties in billing, collection, posting, and reconciliation processes.
- Support internal and external audits by providing requested schedules, documents, confirmations, and explanations.
- Immediately report unusual transactions, collection concerns, suspected irregularities, or potential financial exposure to the Financial Controller.
- Ensure confidentiality and proper handling of financial and client information.
6. Interdepartmental Coordination.
- Coordinate closely with Sales & Marketing on corporate accounts, credit arrangements, contracts, billing requirements, and collection concerns.
- Work with Front Office and Reservations to resolve billing discrepancies, routing concerns, and guest or company account issues.
- Coordinate with Banquet and F&B regarding event billings, functions, deposits, and outstanding balances.
- Work with other Finance team members to ensure accurate posting, reconciliation, and month-end closing.
- Establish professional working relationships with clients Finance, Accounting, Procurement, and Accounts Payable representatives to facilitate collections.
7. Supervisory Responsibilities
- Supervise, guide, and monitor assigned Accounts Receivable/Credit and Collection associates if applicable.
- Establish clear work priorities and collection schedules to ensure monthly targets are achieved.
- Review the accuracy and completeness of work performed by assigned team members.
- Coach team members on collection techniques, account reconciliation, documentation, and customer handling.
- Ensure proper workload distribution and timely completion of daily, weekly, and monthly deliverables.
- Promote accountability, professionalism, teamwork, and continuous improvement within the Finance Team.
