Accounts Receivable Specialist

Job Overview

The Accounts Receivable (AR) Specialist – Group Billing is responsible for managing and maintaining the hotel’s receivables, with a primary focus on group accounts. This role ensures timely and accurate billing, payment application, and collections, while maintaining strong communication with clients and internal departments. The AR Specialist serves as the liaison between the Sales, Events, and Finance teams to resolve billing inquiries and deliver a seamless guest experience.

At InterContinental Hotels & Resorts® we want our guests to feel special, cosmopolitan and In the Know which means we need you to:

• Be charming by being approachable, having confidence and showing respect.
• Stay in the moment by understanding and anticipating guests’ needs, being attentive and taking ownership of getting things done.
• Make it memorable by being knowledgeable, sharing stories and showing your style to create moments that make people feel special.

Duties And Responsibilities

Key Responsibilities

• Prepare, review, and issue invoices for group events, meetings, and conventions in compliance with contracts and hotel policies.
• . Audit group master accounts to ensure all charges are accurate, authorized, and properly documented.
• Post adjustments, credits, or corrections as needed with proper approvals.
• Monitor outstanding receivables and ensure timely follow-up on past-due balances.
• Apply payments accurately against guest and group accounts.
• Maintain detailed records of correspondence and collection efforts.
• Obtain approvals from department heads on invoices to be paid; make proper accounting entries in ledger; reconcile discrepancies with vendors; prepare transmittal of invoices for payment by CMH Accounting.
• Prepare or assist in the preparation of daily bank deposits; maintain the hotel's funds to ensure that funds are of adequate amount, kept safely and properly accounted for; provide all daily change requirements; issue banks to cashiers and conduct periodic audits of banks as needed. Report over/short discrepancies as per Internal Audit Standards.

People

· Promote teamwork and quality service through daily communication and coordination with other departments. Key departmental contacts include department heads throughout the hotel, for the purpose of providing or obtaining information regarding accounts.

Guest Experience

• Prepare and monitor monthly aging of accounts; prepare statements and collection letters for delinquent accounts; make phone calls to collect accounts excessively overdue.
• Approve and process direct billing requests; prepare all bills and mail invoice statements as outlined per Internal Audit Standard. Research and investigate all credit card disputes; make proper adjustments/charge backs as needed; balance and prepare all credit card transmittals. Ensure credit card reconciliation’s are prepared, balanced and discrepancies are resolved.

Responsible Business

• Responsible for maintenance of normal and routine controls to ensure reasonable protection of company assets.
• Maintain files of all accounting-related and/or audit documentation; may assist with clerical duties such as typing or phone coverage.
• May perform additional accounting-related duties such as transferring a balanced edit each day, ensuring compliance with Internal Control Questionnaires, ensuring timely and proper payment of employees and reconciling time records to payroll, etc. May maintain purchase order system integrity or monitor/track other financial control procedures or systems.
• May assist with other duties as needed or requested.

Qualifications And Requirements

High school diploma or equivalent and 1 year experience in an accounting clerical, front office, or reservations position or similar; or an equivalent combination of education and work experience. Ability to speak fluent English required.

This job requires ability to perform the following:

• Carrying or lifting items weighing up to 25 pounds
• Standing up and moving about the front office or other designated areas
• Communicating with other people
• Handling objects, supplies, boxes of merchandise, etc.
• Bending, stooping, kneeling, crouching, reaching

Other:

• Reading abilities are utilized often when reading invoices and work materials.
• Mathematical skills are used frequently to perform calculations, reconcile account balances, etc.
• Frequent contact with guests and outside vendors is necessary to resolve billing issues or answer questions. Strong customer service skills are required.
• May be required to work nights, weekends, and/or holidays.