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Accounting Clerk

4 months ago

Chicago, United States InterContinental Hotels Group Full time

RELATIONSHIPS:

Internal: Reports directly to the Accounting Manager

External: Hotel guest/visitors, vendors and repair personnel

Accounts Receivable Tasks:

* Completes daily A/R transfer programs and maintains A/R records.
* Ensures prompt and accurate invoicing of all accounts.
* Performs billing of all outstanding accounts every 3 days and ensures all bills are processed within 3 days of departure.
* Processes all credit card corrections, payments and compression in OPERA on a daily basis.
* Reviews all OPERA PM accounts.
* Reviews and settles credit balance on a daily basis.
* Handles all billing inquiries and complaints. Documents and resolves all such situations, advises managers of problems. Gives all necessary answers to the client on a timely basis.
* Attends meetings and hotel training sessions as required by hotel management.
* Researches and resolves all guest inquiries.
* Prepares all documentation pertinent to inquiries settlement.
* Send all refunds documentation (credit card credit, check request…) to the assistant controller for review and approval on a daily basis.
* May act as departmental trainer for specific areas of expertise.
* Cooperates, coordinates and communicates with guests and other departments in matters concerning issues of credit, follows up on outstanding accounts and assist with credit requirements.
* Verifies the credit worthiness of all prospective hotel customers.
* Oversees the research of billings inquiries, returned checks and other claims with the A/R team.
* Collection of overdue accounts.
* Reviews billing for completeness and correctness.
* Reviews daily A/R payments: Checks received by mail, bank transfers and applies payments to appropriate charges.
* Conducts monthly credit meetings.
* Attends pre-convention meetings.
* Coordinates billing of group with client, conference services, sales and reservations.
* Coordinates with department management uncollectable accounts and potential quarterly write-offs.
* Maintains and updates credit policy that is compatible with both the local market and IHG policies and procedures.
* At IHG, we are committed to providing our employees with a safe, secure and healthy workplace. It is your responsibility to comply with all workplace health and safety requirements, including any department specific training regarding equipment and procedures.
* Perform other duties, tasks and special projects as assigned.

General Cashier Tasks:

* Empties the cashier drop box in the security office with a witness and verifies the number of envelopes to the signature log.
* Counts the contents of the envelopes and makes sure that the content is the same that the cashier wrote on the envelope.
* Prepares the general cashier daily summary.
* Prepares bank deposit, ensuring that all checks are endorsed.
* Prepares the foreign exchange and calculates the corresponding amount in local currency for reimbursement.
* Prepares and distributes due backs, makes change for the front office and outlet employees.
* Counts contents of safe (general cashier house bank) on a daily basis.
* Disburses petty cash at general cashier hours.
* Completes audits every month for employees who have banks issued.
* Prepares house bank contracts for new cashiers and issues new banks upon requests authorized by the Director of Finance. Maintains accurate file of all current contracts.
* Prepares petty cash reimbursement for Director of Finance review.
* Assists with administrative tasks with the Accounts Payable specialist.
* Works with income auditing task to ensure work is completed when staff is on vacation of away from the office.
* Works with Accounts Payable to ensure all vendor statements are reconciled.
* Performs other duties, tasks and special projects as assigned.

Accounts Payable Tasks:

* Requests central A/P in Atlanta to set up supplier number for each supplier with form W-9 completed.
* Reviews documentation from receiving clerk for proper support and approvals.
* Responsible for the compliance with JP Morgan Chase credit card procurement and reconciliation.
* Reviews invoices received by mail and either circulates them to department heads for approval or matches with delivery notes.
* Posts and updates invoices and delivery notes, assigning account coding when necessary.
* Research vendor statements and resolves discrepancies.
* Processes disbursements on a timely basis to maintain favorable vendor relations.
* Research vendor inquiries and pending items on a timely basis.
* Runs control group register report, matching all entries with invoices and supporting documents for Finance leaders.
* Performs computer input of check requests from departments, i.e. TER's, and ensures proper General Ledger account numbers and required signatures.
* Maintains orderly filing system for copies of checks, all supporting documents and invoices to be paid.
* Processes group commission payments.
* Attends meetings and hotel training sessions as required by IHG.
* At IHG, we are committed to providing our employees with a safe, secure and healthy workplace. It is your responsibility to comply with all workplace health and safety requirements, including any department specific training regarding equipment and procedures.
* Performs other duties, tasks and special projects as assigned.

Income Audit Tasks:

* Analyze and balance all revenue
* Ensure all taxes have been collected and balanced
* Ensure all internal and external controls are in compliance
* Generate reports
* Resolve reporting discrepancies
* Reconciliation of third-party charges
* Preparation of some assets and liabilities reconciliation
* Reconcile any cash variances with cashier
* Credit Card reconciliation
* Assist Assistant Director of Finance with month end closing

Payroll Administrator Tasks:

* Process payroll for payment of employees
* Verifying working hours and pay rates
* Ensuring compliance with laws and regulations
* Rectify payroll discrepancies
* Issuance of paychecks to Managers
* Maintaining employee records
* Process payroll deductions
* Assist Assistant Director of Finance with Labor meetings
* Payroll balancing/audit
* Assist Managers with timekeeping system
* Review attendance records

QUALIFICATIONS:

* Ability to multi-task
* Ability to be a team player
* Ability to maintain confidentiality of all employees, guests and hotel information
* Capability to answer all phone calls using the proper phone etiquette of Hotel InterContinental Standards
* Ability to think clearly, quickly and make concise decisions.
* Ability to prioritize, organize and follow up.
* Ability to work well under pressure.
* Ability to focus attention on details.
* Must be able to maintain a highly positive and friendly image that will reflect well on hotel's overall appearance.
* Excellent organizational and communication skills.
* Must be conscious of culture differences.
* Previous accounting experience.
* Ability to communicate with internal and external customers.
* Proficient in Microsoft Word and Excel.
* Must be able to work under pressure to meet deadlines.

The statements in this job description are intended to describe the essential nature and level of work being performed. They are not intended to be ALL responsibilities or qualifications of the job.