Accounting Administrator

5 months ago

Gloucester, Canada Holiday Inn Ottawa East Full time

**SCOPE AND GENERAL PURPOSE**

Bill and collect all revenue owed to the hotel in an accurate, timely manner in accordance with accounting policies and procedures. Verify, obtain approvals and pay all invoices from vendors and associates in a timely, accurate manner in accordance with accounting policies and procedures.

**MAIN DUTIES**

**- Sort and verify accuracy of Night Audit work (primarily receivables aspect), correct as required. Train staff to prevent reoccurrence.**

**- To keep the General Manager informed on status of accounts and agree upon execute action to resolve problem accounts**

**- To forward checked and accurate invoices to Corporate Office to facilitate processing/ payment within agreed ageing guidelines**

**- Code all AP into spreadsheet, and scan to centralized accounting for cheques to be processed.**

**- Perform follow-up billing and credit collection documentation and inform GM/AGM of any potential uncollectible accounts on a monthly basis. Follow up as directed.**

**- Reconcile credit card back-up to General Cashier Summary and inform the corporate accountant and GM/AGM of any discrepancies**

**- Set up new accounts in accordance with established credit policy after approved by GM/AGM.**

**- File and distribute credit card cancellations, bulletins and credit warnings. Process and follow-up on all returned checks accepted as cash payment. Record General Ledger and City Ledger reconciliations.**

**- Verify that purchasing procedures are followed and report discrepancies as directed.**

**- Handle all vendor inquiries and reconcile vendor statements.**

**- To assist in conducting inventories, and counting of floats/ safes in line with company requirements.**

**- To accurately accrue for items at month-end in line with company policy**

**- To verify and confirm the daily cash, and credit card deposits, reconciling deposits against the Front Office system and bank records.**

**- To achieve accurate and timely completion of daily, weekly, and monthly information/ statements/ reports in order to meet requirements of corporate office and General Manager.**

**- Comply with attendance rules and be available to work on a regular basis.**

**- To submit all requests for billing privileges to the General Manager providing recommendations on acceptance or denial prior to forwarding to Corporate Office to complete the decision making process as required by Company policy.**

**- To ensure timely and accurate invoicing for approved credit billing in line with Company policy.**

**- To achieve professional communication with customers/accounts payable departments and redirect to Accounts Payable Corporate Office as applicable**

**- To follow-up verbally or in writing using sequence of collection steps and recording**

**- To keep the General Manager informed on status of accounts and agree upon action to resolve problem accounts with involvement of the Corporate Office as appropriate.**

**- To ensure accurate crediting of accounts on receipt of payment ensuring any adjustments are authorized/processed in line with Company policy.**

**- To assist the proper Manager to any training needs of front line staff and providing assistance as necessary in order to contribute to timely invoicing and payment of accounts.**

**- To ensure proper filing of information with access only to authorized personnel as per Company policy.**

**- To monitor full and proper use of the Purchase Order System and Capital Requests alerting the General Manager to any deviations from procedures laid down by Company policy.**

**- To ensure invoices are matched against goods received/purchase order with receipt/processing of credit notes where applicable.**

**- To forward checked and accurate invoices to Corporate Office to facilitate processing/payment within agreed ageing guidelines.**

**- To ensure any cheques prepared/issued on site for liquor and/or travel agent commission are as authorized by Corporate Office.**

**- To accurately accrue for items at month-end in line with Company policy.**

**- To achieve professional maintenance of all files, registers, reports for Accounts Payable as required by Company policy.**

**- To achieve accurate and timely completion of daily, weekly and monthly information/ statements/reports in order to meet requirements of Corporate Office and the General Manager.**

**- To ensure verification and confirmation of daily cash and credit card deposits, with reconciliation of deposits against the front office system and bank records.**

**- To be responsible for property cash floats and deposits to safes including issuance of individual cash floats to required staff, spot-checking and regular counting of float/safes in line with Company policy.**

**- To maintain tracking for all paid out expenditures including refunds to guests, in accordance with Company policy.**

**- To maintain tracking/documentation records for various items including (but not limited to) calculation/payo

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