The Hotel at Auburn University

Role and Responsibilities

To determine customer's credit worthiness recommendations, ensure the timely and accurate billing of customers, and collection of all receipts due hotel, following prescribed collection procedures.

Essential Job Functions

  • Process all customer credit applications submitted. Provide credit history and direct billing requested amounts to management for approval within credit approval policy limits.
  • Print invoices when needed at conclusion of events, copy all related back-up and mail (e-mail) with statements as necessary.
  • Post City Ledger payments daily from check copies and wire transfers on bank statement.
  • Post/Coordinate all payments via AU Payment System, ie. FOAP, Voucher, ITV and Wire.
  • Process returned checks through City Ledger and complete check requisition to reimburse bank. Notify management of all returned checks and utilize sales contacts if necessary to collect monies owed hotel.
  • Print weekly aging reports for review with Director of Finance and General Manager if requested.
  • Log and post all advance deposits for group. Forward transient advance deposits to reservations for posting.
  • Answer & log incoming guest charge inquiries. Research and questions and post corrections as necessary.  Mail/fax updated folio to guest as requested.  Do not send folios to other than original guest without written release authorization from guest.
  • Post any banquet charges adjustments, rebates, etc.
  • Follow prescribed collection procedures to collect all monies owed hotel. Use overnight/2-day mail for large group invoices (if requested by client).
    • Follow up with courtesy call within a minimum of 10 days.
    • Collection call and statement at a minimum of 20 days.
    • Statements mailed every 30 days.
  • Research and respond to all credit card inquiry chargebacks. Provide source documentation as requested in defense of charges and follow through to ensure successful completion of transactions with credit card processors.  Provide backup for any write-offs to management for approval.
  • Reconcile all Credit card clearing accounts each month by the 7th day of the following month.
  • Process the State Sales and Use Tax reconciliation and filing via required state approved websites no later than the 20th of each month.
  • Maintain all tax exempt requests and backup to be kept on file with the sales and use tax filing.
  • Post month end journal entries as required.
  • Batch out Daily Credit Card batches from both POS and PMS systems. Reconcile to daily Income journal posting.
  • Coordinate monthly Beverage Inventory. Assist with physical inventory and input and extend inventory in Excel for submission to Month End Journal entries.
  • Assist with guest inquiries via social media outlets, ie. Website, Twitter and Facebook.
  • Each associate is expected to carry out all reasonable requests by management which the associate is capable of performing.

Qualifications and Education Requirements

Hotel Accounts Receivable experience preferred.  Customer service experience required.

 Preferred Skills

Microsoft Office proficient.  Able to use a 10 Key.  Attention to Detail.  Customer service skill via phone. 

The Hotel at Auburn University
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