Debtors Controller at Fairmont Hotels & Resort

The Debtors Controller is responsible for ensuring that all departments within the hotel conform to the established guidelines for credit and collection policies and procedures. The Debtors Controller is also required to work closely and communicate with the Sales, Catering, Convention Services, and Front Office personnel.

Summary Of Responsibilities

Reporting to the Director of Finance & Business Support, responsibilities and essential job functions include but are not limited to the following:

• Consistently offers professional, engaging and friendly service
• Establish and maintain local credit policies and procedures regarding billing, collection, credit cards, inquiries, cheque cashing, etc.,
• Investigate fully all requests for billing and function as final authority over credit approval.
• Review with the Assistant Controller all accounts, which are over 30 days and implement collection procedures for such accounts in accordance with established corporate guidelines.
• Maintain a report showing all groups and local catering events that are coming to the hotel within the next thirty (30) to sixty (60) days.
• Inspect all in-house accounts to ensure adherence to the hotels’ credit policy; assist with the collection efforts of these accounts where necessary.
• Review all requests for credit and approve as appropriate according to the in-house credit policies.
• Communicate approval or non-approval to the appropriate managers.
• Ensure compliance with advance deposit policy.
• Must be willing to work a flexible schedule in order to accomplish all major responsibilities and tasks, and be willing to accept assignments on an as needed basis, in order to promote teamwork.
• Must have a thorough working knowledge of all corporate policies and procedures as they relate to credit and receivables.
• Must have a commitment to follow all local and corporate policies and procedures as they relate to credit and receivables.
• Must work in a safe, prudent, and organized manner.
• Pursue and collect delinquent accounts, as outlined in policy and procedure manual.
• Notify the Controller on the status of uncollectible accounts and refer delinquent accounts and refer delinquent accounts to a collection agency.
• Ensure prompt and accurate billing of current and aged accounts with efficient follow-up procedures.
• Document all collection efforts in the client file or in the accounts receivable system.
• Prepare necessary month end accounts receivable reports for corporate office and hotel management.
• Prepare bad debt documentation as required per the Policy and Procedures for write-offs.
• Maintain an up-to-date collection activity log for delinquent and uncollectible accounts.
• Maintain a close working relationship and communicate with the Sales, Catering, Conventions, and Front Office departments.
• Maintain credit histories, original approved written requests for credit and other records for regular hotel accounts.
• Write off or adjust un-collectable accounts after approval by the Director of Finance and Assistant Director of Finance according to established corporate guidelines.
• Review the Guest Ledger High Balance Report daily and bring discrepancies to the attention of the Front Office Manager.
• Ensure that all inquiries from guests or credit card companies are handled promptly (same day if possible) and professionally.
• Ensure that check-in/check-out procedure adequately protects the hotel without burden or delay to the guests of the hotel.
• Prepare month-end reports and reconciliation’s as prescribed by policies and procedures for all receivable accounts including credit cards.
• Recommend improvements in the operation of Accounts Receivable / Credit to the Assistant Controller.
• Oversee the monthly credit meeting to convey Credit / Receivable policies and procedures to the staff of those departments. Maintain minutes of credit meeting as evidence of control.
• Supervise day-to-day activities of the Accounts Receivable Clerk and do performance review of that individual as prescribed by hotel policy.
• Participate in the orientation program for staff in Sales and Catering, Front Desk, Reservations and other related positions.
• Conduct self in a professional manner at all times to reflect the high standards of Fairmont Hotels & Resorts and encourage staff to do the same.
• Perform any additional duties as assigned by the Controller, Assistant Controller to include a participative role in Operating Equipment inventory taking.
• Other duties allocated that are within reason

Qualifications

• Previous experience is an asset
• Accounting designation or enrolment in a recognized Accounting Program
• Previous Hotel Accounting experience at a Supervisory/Managerial level
• Excellent written and verbal skills
• Ability to motivate and lead a team
• Familiarity with Accounting Manager, Lanmark, Fidelio, Reporting Manager, Micros POS and Excel
• 5-star or luxury brand experience preferred.