The Accounts Receivable Assistant is a key finance role based in Nairobi, responsible for managing the credit and collection functions for Kempinski Hotels, specifically supporting Villa Rosa Kempinski and Olare Mara Kempinski. This role ensures the timely processing of invoices, management of customer accounts, reconciliation of payments, and adherence to established credit policies.
Key Responsibilities
Accounts Management and Billing:
- Know and observe the credit policies of Villa Rosa Kempinski and Olare Mara Kempinski.
- Process the daily transfer from guest ledger (accruals) to city ledger of all invoices and credit card payments promptly.
- Monitor postmaster accounts, ensuring they are approved and closed within the stipulated time.
- Check that all daily City Ledger folios are received from the Front Office.
- Verify that room rates charged to travel agents comply with their contracts.
- Ensure that group billings are completed as per contract terms.
- Ensure all folio transfers are approved and routed to the correct customer.
- Ensure accuracy of all charges and credits posted to individual accounts.
- Balance all house accounts on a weekly basis.
Documentation and Compliance:
- Check if invoices are attached with proper covering details (e.g., commitment letter, LPO/PO/LSO, vouchers, or any other relevant supporting documents) before dispatching them to customers.
- Maintain records, including scanning copies of all invoices, supporting documents, statements, and filing.
- Check the balances of account receivables to ensure figures are accurate and tied to related accounts.
- Maintain ongoing detailed documentation of all collection efforts for future analysis of a customer’s creditworthiness and to serve as support in the event of a bad debt write-off.
- Update approved credit customers in Opera AR, ensuring credit application forms are current and up to date.
- Report to the Credit Manager all matters affecting credit and collection.
- Monitor and maintain supporting documents of all advance deposits.
Collection and Reconciliation:
- Investigate disputed charges and follow up on queries received by City Ledger Customers and credit card customers.
- Reconcile payments and open invoices.
- Contact delinquent accounts and attempt to collect money in the shortest delay possible.
- Reconcile and allocate credit cards payments.
- Reconcile and allocate Mpesa payments.
- Answer client’s queries promptly, professionally, and efficiently.
Operational Compliance:
- Perform all duties and responsibilities in a timely and efficient manner in accordance with established company policies and procedures.
- Understand and strictly adhere to the Rules & Regulations established in the Employees Handbook and the Hotel’s policy on Fire, Hygiene, Health & Safety.
- Ensure that all potential and real hazards are reported and rectified immediately.
- Understand and strictly adhere to the Hotel’s Employee rules & regulations.
- Report for duty punctually always wearing the correct uniform and name tag.
Skills, Knowledge and Expertise
Qualifications and Experience:
- CPA (K) certification.
- Bachelor’s degree or diploma in accounting or any related field.
- At least 3 years’ experience in a similar position.
- One year experience in finance and accounts management.
Required Skills:
- Excellent oral and written communication skills.
- Computer literate with in-depth knowledge in Microsoft Office products and accounting softwares.
- Must have good organizational and time management skills.
- Ability to work under pressure with minimum supervision and coordinate tasks to meet deadlines.
- Applies a professional, confidential and ethical approach at all times.
- Team player with excellent interpersonal skills.
- Ability to handle high volume with meticulous attention to detail.
