AP/AR Specialist na VINAYAKA HOSPITALITY OAKBROOK

Description

JOB SUMMARY

Responsible for posting and general accounting of revenues, processing vendor invoices, and journal entry preparation.

ESSENTIAL FUNCTIONS

· 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. Attend precon and postcon meetings. Whenever possible, schedule daily bill review with on-site group contacts. 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.; frequently 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. 

SUPPORTING FUNCTIONS

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:

· Assist with accounting office issues.

· Provide administrative support.

Requirements

SPECIFIC JOB KNOWLEDGE AND ABILITIES

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities.

· 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.

PHYSICAL DEMANDS

· Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems.

· Must be able to sit at a desk for up to 8 hours per day. Walking and standing are occasionally required. Length of time of these tasks may vary from day to day and task to task. 

· Must be able to lift up to 15 lbs. occasionally.

· Requires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity.

· Vision occurs continuously with the most common visual functions being those of near vision and depth perception.

· Requires manual dexterity to use and operate all necessary equipment. 

· Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, electric typewriter, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed. 

AVAILABILITY

This company operates seven days a week, 24 hours a day.  Generally, the position works Monday through Friday with hours varied based on business demand.  At times it may be necessary to move you from your accustomed work day, to include Saturdays and Sundays, or time of work if business or task assignments demand.  In addition, it should be understood that business needs determines the amount of hours that you work.