Assistant Manager - Finance (Credit)

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Main Duties and Scope of Role

To supervise and contribute in the functions of Accounts Receivable, Accounts Payable, Cost Audit, Income Audit, General Ledger and Payroll Sections within the Accounting Department, ensuring that all accounting transactions covering various activities of the hotel are properly and accurately recorded in accordance with Accor Policies & Procedures and local regulations.

Financial

To perform the duties of the relevant section/sections to which allocated by the Manager-Finance.

Accounts Payable

• To provide an effective system to track Accounts Payable for effective Cash Flow management
• To provide a summary of the vendors ageing report on a monthly basis.
• To audit price and quantity variances as per daily Receiving Variance Report.
• To prepare monthly accruals for goods and services received, but not invoiced.
• To prepare month‑end closing journal entries and schedules for Accounts Payable

Receivables & Credit

• To set up all city ledger accounts and to ensure that the discount set are the same as those granted by the management.
• To ensure controlled data entry and invoice processing in the A/R subsidiary ledger so that payments can be matched to A/R invoices efficiently.
• To ensure controlled processing of travel coupons and vouchers to ensure that payments can be matched to A/R invoices efficiently.
• To handle all credit enquiries from in‑house‑guest.
• To provide an effective system to track Accounts Receivables for the activities of the Credit Manager.
• To provide a summary of the Accounts Receivable ageing report on a monthly basis.
• To provide Sales & Marketing staff and Heads of Departments with information necessary for them to manage their customers.
• To ensure the group billings are complete as per contract.
• To maintain an up-to-date systematic “Open Accounts” file for use by Accounts Receivable.
• To prepare and forward to the Manager Finance and General Manager for review and signatures all City Ledger Adjustments that need to be made before either inputting them through the Sales Ledger, or before they are posted.
• To investigate customer's credit worthiness by research through various available sources (e.g. banks, trade and credit associations etc.) and to recommend credit approval or disapproval to management.
• To set and review credit limits for both in‑house guests and city ledger accounts.
• To verify the accuracy of balances of accounts receivable.
• To issue timely reminders and collection letters.
• To report unfavourable information which may affect a customer's credit standing so as to allow timely action.
• To systematically follow up on collection of outstanding accounts in a manner that will yield the best timely results while maintaining good relation with the customers.
• To follow up on the payment by credit card companies for vouchers sent for collection and travel agents and banks for travel coupon and vouchers submitted.
• To contact and liaise with collection agent as instructed by the General Manager.
• To analyse trends in Accounts Receivable balances or significant changes in payment patterns and to recap major collection problems for the General Manager's monthly credit meeting.
• To recommend the writing‑off of  un-collectable accounts.

Cash & Bank

• To prepare such cash and foreign exchange control reports as required by local law.
• To review Bank Reconciliations  prepared periodically.
• To take surprise counts of General Cashier’s fund and other house banks (at least once a month) and to report differences to the Manager-Finance.
• To review General Cashier’s report on a daily basis.

General  Ledger /M.I.S.

• To maintain and record all general ledger accounts.
• To prepare monthly journal entries.
• To prepare and maintain schedules and analyses for all accounts.
• To assist the Manager Finance in all stages leading to the preparation of all monthly financial reports and analyses.
• To assist in the preparation of Returns and special statistical reports as assigned by the Manager Finance.
• To assist in the compilation of departmental budgets, forecasts and business plan.
• To assist in implementing and streamlining the internal control procedures covering all activities of the hotel.

Internal Audit

• To provide an effective auditing system for the activities of the Materials Management Division.
• To provide Heads of Departments with the cost figures necessary for them to operate their individual profit centre profitably.
• To provide a system of monitoring the data input by operation level personnel.
• To ensure the inventory items and services which are bought and used in providing guests services and facilities are stored and used in the controlled manner and according to corporate accounting principles.
• To check the data entered by Materials Management employees and to correct where necessary.
• To reconcile the cost of all officer and entertainment checks and apply credit to the respective departments.
• To prepare figures on General Stores issues such as guest supplies against budget.
• To maintain records of inventory transactions which cannot be tracked through the system.
• To collate and journalize month-end figures.
• To maintain and keep track of all the F.F. &E. items of the hotel and to coordinate and assist in the inventory taking of F.F.&E. every year.
• To understand thoroughly, the operations of the hotel, and to set up charge codes accordingly, so that revenue and costs can be distributed correctly.
• To understand local regulations pertaining to taxes & duties and ensure its compliance.
• To understand the banqueting system and to set up the database and operating procedures so as to facilitate easy checking of each third party supplying service to our banquet and wedding clients.
• To set up daily controls to ensure that all revenue is recorded when service is provided and that all adjustments to revenue are valid, with proper approval and supporting documentation attached.
• To set up a control system for daily checking of “outside” revenue, i.e. massage paid to a third party, banquet “other” revenue, and taxi charges.
• To thoroughly understand the Materials Management system and the flow of data, all of which is used at month end to prepare the cost board and the general ledger journal entry.  In particular, the daily receipts as they relate to stockrooms and direct purchases, the issues journal (how and from where the issues originate), transfers of controllable items (how and from where they originate), the inventory valuation reports (how to audit them and the impact of erroneous information on them), the cost analysis report (how to use the report), and the month end processing of cost audit.
• To attend month end and other stock-taking activities in all food, beverage, and general areas. Reconcile and obtain explanation on variation and prepare inventory adjustment authorisation for the Department Head’s approval.
• To provide an effective auditing system for all hotel revenues and receipts
• To provide a summary of the revenues required by various people in the Accounting and Control Division to prepare daily and monthly reports
• To provide Heads of Departments with the revenue figures necessary for them to operate their individual profit centre profitably
• To audit daily Rooms, Food & Beverage revenue summaries and their supporting transaction reports of the Night Audit Process.
• To audit revenues from Other Operated Departments such as Laundry, Delicatessen, Fitness Centre and Business Centre for completeness.
• To ensure that all of the day’s Banquet revenue has been recorded by checking against the function orders.
• To review guest ledger balances daily and research questionable movements.
• To ensure that all employees City Ledger accounts are closed at month end.
• To carry out surprise checks of Rooms, Fitness Center and Laundry areas
• To prepare monthly closing journal entries and schedules related to Rooms and Food & Beverage transactions.
• To investigate reasons for spoilage issue forms and post through the system.

• To spot check at random :

• the potential and actual costs of individual bars
• market survey on food items being purchased
• the quality of Food & Beverage items being received to ensure that they match purchase specifications
• inventory turnover
• liquor issuing procedures and the use of outlet labels
• pouring brand consumption

People Management

• To train employees to be able to ensure that they have the necessary skill to perform their duties with the maximum efficiency.
• To be thoroughly familiar with the duties and responsibilities of the Internal Audit .
• To assist in the training of Income, Costing and Material Management personnel as part of the effort to build an efficient team and to take an active interest in their individual development and welfare.
• To supervise subordinates in all sections, ensuring that through effective Scheduling, Cross Training, Multi Skilling and use of Technology productivity is maximised.
• To identify training needs and plan training programs for the employees.
• To train all involved employees such as Front Office Associate and Food & Beverage Associates to ensure continued adherence to established credit procedures.

General

• To know and observe the credit policies of Accor  to assist in establishing and compiling clear and well defined credit procedures for all positions in a formal Credit Manual.
• To understand and strictly adhere to the Rules & Regulations established in the Employees Handbook and the Hotel’s policy on Fire, Hygiene, Health and Safety.
• To report for duty punctually wearing the correct uniform at all times.
• To maintain a high standard of personal appearance and hygiene at all times.
• To maintain a good rapport and working relationship with staff in the outlet and all other departments.
• To attend and contribute to all staff meetings Departmental and Hotel Training as scheduled and other related activities.
• To fully support the Departmental Training Function in the Department assigned.
• To undertake any reasonable tasks and secondary duties as assigned by the Asst Director of Finance.
• To respond to any changes in the Accounting & Finance function as dictated by the hotel..
• To project at all times a positive and motivated attitude and exercise self control.
• To handle guest and employee inquiries in a courteous and efficient manner and report guest complaints or problems to supervisors if no immediate solution can be found and assure follow up with guests.
• To be discreet and keep observations confidential and report to the Manager-Finance.
• To ensure that the Place of Work and surrounding area is kept clean and organized at all times.

Health & Safety Responsibilities/ Duties

• Establish and maintain safe working conditions and practices following Accor Health, Safety and Environmental policies.

• Ensure all practicable steps are taken to maintain a safe work environment following Accor Health, Safety and Environmental policies.

• Ensure all staff within the department are fully conversant with departmental fire and evacuation procedures.
• Ensure all hazard are recorded and reported to the Management and that they are investigated appropriately with controls identified and reviewed.
• Implement Accor policy on prevention of Harassment/ Bullying in the Workplace according to guidelines.
• Ensure all protective clothing and equipment is provided to employees where necessary, maintained and they are train its use.

• Ensure all workplace accidents and incidents are reported accurately and promptly on the prescribed form, with appropriate investigation and corrective action taken.
• All serious harm accidents are reported to management immediately and within 7 days in writing.
• All new and transferring staff have training and ongoing supervision to ensure they have the knowledge and skills to perform work tasks in a safe manner.
• Rehabilitation support and assistance is provided to injured workers following Accor guidelines.
• Review and develop health and safety policy objectives and plans at least annually.
• Be proactive in keeping departmental health and safety records and information up to date.
• Ensure site visitor / contractor entry procedures are applied.

Other Comments:

• To carry out quarterly, bi-yearly, yearly inventory of operating equipment.
• To carry out any other reasonable duties and responsibilities as assigned.
• To coordinate with both internal and statutory auditors regarding the information and explanations required by them during the period of the audit.
• To file all returns as required by the various local statutes.

Additional Responsibilities Towards Sustainable Development

Occupational Health and Safety

Employee Responsibility

All employees to safeguard their health and safety and the health and safety of others, in the workplace.

Replacement & Temporary Mission

Be ready and responsible for any job, which may be assigned by the Management.

Hygiene/ Personal Safety/ environment

• Applies the Hotels’ Security Regulations (In case of Fire, etc)
• Applies the ISO 90001 Quality Certification requirements that impact his/her role.
• Respects the hotels commitments to the “Environment Charter” (saving energy, recycling, sorting waste, etc) and meets ibis ISO 14001 environmental commitments as applicable to the role, if the hotel is involved in the programme.

• Bachelor’s Degree in Commerce, Finance, Accounting or related field.
• Minimum 4–6 years of experience in Finance & Accounts with exposure to Credit, Accounts Receivable and Revenue Control, in the hospitality industry.
• Prior experience in hotel accounting systems and ERP software preferred.
• Good understanding of credit control procedures, city ledger management, bank reconciliation and financial reporting.
• Knowledge of GST, TDS and other statutory compliance requirements.
• Strong analytical, communication and interpersonal skills.
• Proficiency in Microsoft Excel and financial reporting tools.
• Ability to manage collections, customer relations and coordinate effectively with operational departments.
• Experience with Accor systems and policies will be an added advantage.