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Accounts Receivable

The Hay-Adams

800 16th Street, N.W.
Washington, DC 20006

145 Room Hotel
Managed By B.F. Saul Company Hospitality Group
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Compensation: starting $55,000.00/year, Full-Time
Position Overview:
Responsible for the overall maintenance of the hotel ledgers, records of hotel receivables and accounts payable. Effectively communicate with all guests and staff members.  Ensure the posting of all transactions and policies and procedures are in accordance with B.F. Saul Company standards via direction and guidance from the controller.
Essential Duties & Responsibilities for Accounts Receivable
DAILY:
Balance all transactions, city ledger and advance deposits from previous days audit reports.
Monitor PM accounts.
Set-up AR accounts as needed.
Ensure accurate and timely billing to all direct bill accounts. Resolve any discrepancies with the appropriate department manager.
Handle guest disputes/complaints courteously ensuring guest satisfaction.
Process all FO transfers and billings as needed.
Process all payments.
Set up call sheet in collection files for details of communication.
Post advance deposits for future events.
Process advance deposit refunds after confirming cancellation in system.
Daily audit of banquet event orders with the banquet check.
Research chargeback’s and respond with back-up information within 48 hours of receipt.  Keep copies of responses and file in a binder.
Complete daily Credit Card Reconciliation’s through the bank account postings.
Assist guest with billing inquiries.
WEEKLY:
§ Communicate all posting master accounts to Banquet Management.
§ Process & approve credit applications, set-up and maintain in Opera.
§ Make collection calls on outstanding accounts.
§ Circulate updated current billing status reports.
§ Maintain group files for upcoming events.
§ Ensure payment methods for all functions & group bookings have been received.
§ Maintain tax exemptions files and back-up.
§ Prepare and hold the weekly credit meetings.
MONTHLY:
§  Complete month end closing procedures as specified, including monthly reports.
§ Up-date group account requirements two months in advance .
§ Maintain all monthly restaurant and hotel accounts in Opera.
ANNUALLY
§ Assist in the hotel audits performed by internal audit.
§ Implement and facilitate all year-end close-outs and reporting.
Essential Duties & Responsibilities for Accounts Payable
DAILY:
Match receiving invoices to authorized P.O.’s and review for accuracy of charges and account coding; reconcile differences with department heads and/or vendor.
Review vendor statements/inquires and reconcile any disputes.  Resolve any invoices which are beyond the acceptable terms for payment.
Scan invoices through the APPA system for the proper approvals for payment to vendors according to accounting procedures
Process new vendor accounts with W-9 through corporate.
Email corporate with all wire transfer payments and prepaid account invoices.
WEEKLY:
Reconcile vendor monthly statements as they are received and resolve all outstanding invoices, file in a folder.
MONTHLY:
§ Process month end closing and ensure all invoices are approved by the corporate deadline.
§ Resolve all/any outstanding purchase order for the month with department heads and vendors.
ANNUALLY:
§ Assist in the hotel audits performed by internal audit.
§ Implement and facilitate all year-end close-outs and reporting.
§ Print vendor letter and mail to ensure there are no outstanding invoices at year end.
Qualifications:
To perform this job successfully an individual must be able to perform each essential duty to a satisfactory standard. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education:  Bachelor of Science in Accounting or related Hotel experience.
License/Certification:  N/A
Experience:  Previous 1-year minimum experience on accounts receivable and accounts payable.
Basic Expectations:  Good organizational skills, ability to prioritize and follow-up.  The ability to work independently with minimal supervision.  Work well under pressure, be able to multi-task and stay focused.  Able to work weekends and/or holidays when necessary.  Capable of assisting in other accounting duties as needed.  Maintaining confidentiality of pertinent hotel data.  Ability to work cohesively with other departments and co-workers as part of a team.  Must have excellent verbal and written communication skills.
Supervisory Responsibilities:  Accounting Manager
Language Skills:  Ability to communicate orally and provide legible written communication in English with guests/visitors/vendors and hotel staff to their understanding.
Mathematical Skills:  Computing mathematical calculations correctly.  Focusing on details and resolving numerical problems with minimal supervision. Work with calculators, word processors and computers, proficient in Microsoft Office (Word & Excel).
Physical Ability:  Able to type on a calculator or computer.  The ability to provide clear and pleasant telephone communication and the ability to remain stationery at assigned post for extended periods of time.
Standards of Conduct:
The high ethical standards of The Hay-Adams must be upheld by all members of the company.  The policies relative to press relations, equal opportunity, discrimination, sexual harassment, vendor relations, etc., stated in the employee handbook and manuals are inviolable.  We pride ourselves on providing a professional caring atmosphere for clients and all fellow employees and will achieve this goal through responsible actions.
Posted August 29, 2024

The Hay-Adams

A Luxury Downtown Washington, D.C. Hotel

Experience The Historic Hay-Adams

Steeped in rich history and surrounded by the most iconic institutions of our nation, The Hay-Adams, recently named the #1 Hotel in Washington DC, is the hotel of choice for discerning guests. Enveloped by views of the White House, St. John’s Church, and the scenic Lafayette Park, the 5-star accommodations at The Hay-Adams are the embodiment of refined residence. Marked by Washington, DC’s most accommodating amenities and dedicated services, The Hay-Adams is the boutique hotel of choice for the modern luxury traveler.

Featuring the region’s most coveted fine dining destinations, timeless, full-service event and wedding spaces, and the inviting Author Series, The Hay-Adams offers an exceptional guest experience that goes beyond a good night’s sleep.

Welcome to The Hay-Adams—where nothing is overlooked but the White House.

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