Credit Supervisor

Position Purpose

• To ensure the hotel’s credit policy is adhered to, thereby providing optimum protection of the hotel’s receivables and collection ability to maximise cash flow. To aim for current + 30 days ageing for debtors to exceed 90% and ensure timely billing of accounts and maintenance of receivable records.

Main Responsabilities

• Balancing the guest ledger daily before transferring unsettled guest balances to City Ledger, posting and updating the accounts receivable system. Direct bill accounts transferred to the City Ledger must be billed on a timely basis, preferably the same day.
• Balancing/posting daily payments and reconciling short payments.
• Research and respond to guest queries either by phone or correspondence. Disputed guest accounts must be resolved on a timely basis, preferably the same day. Staff City Ledger accounts – staff should retain a copy of all outlet receipts, which should minimise the number of queries.
• Ensure timely billing of invoices and statements per credit policy.
• Credit card billings must be controlled separately from other receivables to ensure payments are properly credited and reconciled with receipts. If an Electronic Data Capture (EDC) facility is used, ensure summary reports agree to amounts credited to the bank account. Review and resolve credit card chargebacks.
• Liaison with reservations, sales and front office staff daily on rates, etc., to reduce potential invoice errors.In addition, discuss disputed accounts and the reason for the same.
• Reconcile Advance Deposits for Accommodation.
• Daily collection of Cash from the safe locker.
• Reconciliation of Daily Credit/Cash Sales.
• Depositing of the daily collection to the bank.
• Processing of travel Agent commissions daily for preparation of travel agents' cheque listings to be forwarded to the Accounts payable for payment processing.
• Investigate and respond to travel agents' commission.
• Raise monthly rebates, if any, for clearing accounts for valid reasons with management approvals.
• Raise monthly charges for rental/shared service accounts if any, and ensure timely payment.
• At month’s end, write off overdue after departure (greater than 60 days), guaranteed no show accounts and provide for travel agents' commission and employee discounts.
• Reconciliation of total City Ledger accounts to the General Ledger each month.
• Regularly arrange storage of City Ledger documentation and appropriate Accounts receivable computer reports.
• Treatment of guaranteed no-shows to be discussed with the Chief Accountant / Financial Controller who will decide if they are to be billed based on guest history, company, occupancy, etc.

Education

• Bachelor’s Degree in Accounts / Finance

Experience

• Two years’ experience in Accounts Receivable for a hotel of similar size
• **Key Competencies:**
• Communication skills
• Organisational skills
• Most tasks are performed in a team environment with the employee acting as a team leader. There is minimal direct supervision.
• Must be able to read, analyse, and interpret general business periodicals, professional journals, technical procedures or governmental regulations.
• Must be able to write reports, business correspondence, and procedure manuals.
• Must be able to effectively present information and respond to questions from groups to managers, clients, customers, and ownership.
• Must be able to apply mathematical operations to such tasks as frequency distribution, analysis of variance, correlation techniques, sampling theory, and factor analysis.
• Must be able to define problems, collect data, establish facts, and draw valid conclusions.
• **Build Personal Effectiveness**
• Personality: Warm, welcoming, smiling and pleasant.
• Act with integrity.
• Excellence in communication skills: verbal and listening.
• Exhibit self-confidence
• Make sound decisions
• Take initiative
• **Create Team Focus:**
• Build relationships
• Facilitate open communication
• Foster teamwork
• Able to delegate
• Promote team diversity
• **Create High Performance Culture.**
• Able to multitask and to set clear priorities
• Effective organisational development
• Take ownership
• Results oriented
• **Lead Change and Innovate:**
• Build support for change
• Drive continuous improvement
• Share best practices
• **Other skills (Language, Computers)**
• Must be able to speak, read, write and understand English and preferably another language
• Must be proficient in Microsoft Word, Microsoft Excel, SAP, and other applicable computer systems.

Grooming