OBJECTIVES

• Ensure that all guest billings are prepared and mailed correctly and efficiently
• To follow up on subsequent billings and effect collection of past due accounts
• To prepare credit card billing, handle credit card queries and charge backs
• To ensure that guest charges are filed properly and easy to trace back
• To ensure that advance deposits are properly recorded

KEY RESPONSIBILITIES

• To effect collections so that accounts outstanding are at a minimum and cash flow at the maximum.
• Operate within Kandima and local policies guidelines.
• Maintain a good business relation with guests
• Work closely with the Front Desk, Reservations & Events and all Departments Heads

SUPPORTIVE FUNCTIONS

• Verify the balance of each charge against the daily business report
• Verify all credit cards billing against the daily business report
• Ensure that grand totals of your postings (debits and credits) are in balance with the numbers of the income auditor in his income journal.
• Liaise with commission clerk for group and Travel Agency billing
• File the daily business reports by date.
• Check that all invoices have the correct name and address as per reservation confirmation
• Ensure that proper back-up is attached and corresponds to the charges.
• Ensure that invoicing is according to signed and valid contracts.
• Prepare rebates to comply with contracts if there are any discrepancies and circulate rebate dockets for approval.
• Mail original invoices.
• File copies by date
• Send account statements to the customers on a monthly basis
• Prepare cheque requests to refund overpayments, duplicate payments, credit balances

SPECIFIC JOB KNOWLEDGE, SKILLS 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.

• Knowledge of computer accounting programs, math skills as well as budgetary analysis capabilities required.

• Ability to prepare and analyse data, figures and transcriptions prepared on and generated by computer.

• Ability to handle multiple tasks simultaneously.

• Ability to calculate figures and amounts such as discounts, interest, commissions, percentage, and volume.

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited information exists.

Working conditions:

• Office Space:
• Permanent desk at the finance office
• Technological Support (Computer, Landline Phone Connection etc.):
• To be provided with landline phone connection, computer (with internet access and e-mail)
• General:
• Subject to the fact that you may from time to time be expected to work outside normal hours in order to meet reporting deadlines and take full responsibility of the department thereby extending his/her support whenever needed.

Performance Standards

• Specific financial measures of performance: To be agreed at each appraisal
• Specific non-financial measures of performance: To be agreed on recruitment and at each appraisal.
• Frequency of appraisal: Performance to be appraised annually

Appraiser: To be appraised by Deputy Finance Controller

This is not an exhaustive list of responsibility; it is only an indication of the duties and responsibilities expected from you. You could be subject to any other duty and responsibility by the management as and when required.