Job Description

The Accounts Receivable Supervisor has the responsibility for the smooth operations of the Accounts Receivable (AR) functions primarily sales invoicing, processing credit card receipts, outstanding debt collection, cash allocations, bank reconciliations, AR ledger and database maintenance, debtor reporting and the investigation of queries and disputes.

Responsibilities include:

Ensure the accuracy of chargeback uploads from the booking systems to the Finance package on a periodic basis, as defined in HRS policies and procedures. The AR Supervisor is also responsible for liaising with the Business Systems and Sales teams to ensure new clients are onboarded correctly.

• Process credit card receipts accurately and on time via the business payment gateways.
• Establish professional and constructive relationships with clients, regularly follow up all outstanding debts and ensure all clients comply with credit terms.
• Invoice all commission invoices on a regular basis, undertake credit control procedures and ensure cash receipts from hotels are received in line with credit terms.
• Proactively liaise with the Hotel Solutions team to ensure hotel commission balances are received in a timely manner.
• Proactively liaise with the Customer Services team to ensure any booking issues are resolved, to enable swifter invoicing.
• Action customer queries and disputes in a timely manner, working with relevant departments as required.
• Process credit card and EFT refunds as required.
• Prepare manual invoices for cost recharges as required.
• Identify any process or system improvements and efficiencies, ensuring any changes or roll outs are approved and implemented with no issues.
• Ensure cash and invoices in the AR Ledger are fully reconciled at all times.
• Manage, mentor and direct the AR team (currently 2 FTE).
• Review AR Ledger balances with the management on a weekly basis, identifying any potential issues and suggesting future solutions.
• Prepare the AR section of the Finance Dashboard and support the broader team with AR reports as required.
• Manage petty cash balances.

PERFORMANCE MEASURES

Chargeback uploads

• Completed daily in a timely and accurate manner, no subsequent adjustments.
• No, or minimal, delay between onboarding a client and them receiving their invoices.

Credit card receipts

• Processed daily in a timely and accurate manner ensuring no delay between invoice and receipt.

Credit terms

• No relationship issues with clients.
• Aged ledger balances (60 days+) are kept to a minimum.

Commission invoicing

• Completed in a timely manner.
• Aged debt balances (60 days+) are kept to a minimum.

Improvements and efficiencies

• Improving automated processes, minimising errors and manual touchpoints.

Fully reconciled ledger

• No cash receipt reconciliations outstanding, especially at Month End.
• AR ledger balance reconciles to GL at Month End.

Finance Dashboard

• Accurately prepared and narrated in a timely manner.