Accounts Receivable/Audit

Our Company & Our Property:
Whether traveling on a ski trip to Aspen or taking a romantic escape in Santorini for a special anniversary, it is the simple things that are most important to the guests of Auberge Resorts Collection. At Auberge, we offer the opportunity to create personal memories and stories; tasting freshly picked fruit in Cabo San Lucas, horseback riding with a local cowboy in Costa Rica, or planting coral gardens in the South Pacific. People who know us, choose to return for shared experiences that connect them to local cultures and which will be forever embedded in their soul.

A majestic all-season mountain retreat, Primland is located at the heart of the Blue Ridge Mountains on 12,000 expansive acres. Primland offers luxurious accommodations, a championship golf course, exquisite farm-to-table cuisine, a serene spa and a level of outdoor adventure that is unrivaled on the east coast. In one of the most breathtaking mountain settings, the resort boasts impressive year-round activities for the entire family, including horseback riding, fly fishing, alfresco yoga and meditation, kayaking, hiking, sporting clays, archery, stargazing in one of the largest observatories in the Eastern U.S., RTV trail riding and tennis.

Role Summary:

Control and monitor prompt and accurate billing and collection of all accounts receivable items in order to maintain the lowest possible outstanding accounts at all times. Maintain systems up to date with all appropriate information.

Responsible for the verification and reporting of hotel revenues, the review of paperwork turned in to Accounting to document such revenues and the preparation and publication of a Daily Revenue report.

Function Duties and Responsibilities:

ACCOUNTS RECEIVABLE:

Maintain harmonious and professional relationships with co-workers.

Print, prepare and email statements for outstanding AR accounts.

Answer guest and credit card inquiries concerning accounts including the documentation and preparation of adjustments if necessary, on a timely basis.

Prepare and maintain complete, accurate, current and organized records/filing for all outstanding accounts as directed.

Maintain credit histories, original approved written requests for credit and other records for regular hotel accounts.

Review all group and catering contracts, establish understanding of billing arrangements, and follow up on deposits and prepayments. Update Sales & Catering system (Delphi / Amadeus)and PMS (Opera) accordingly.

Ensure prompt and accurate billing for all accounts and timely collection follow-up including member accounts.

Collect payments to PM & AR Accounts daily.

Assist in reconciling the AR Ledger, Deposit Ledger and Guest Ledger totals with Balance sheets.

Obtaining credit references when required

Attending pre & post conference meetings with meeting planners.

Communicate promptly with the Asst. DOF on any discrepancies in billing payments and other potential problems.

Verify that local credit policies and procedures regarding billing, credit cards, collection, inquiries and cheque cashing are followed.

Develop and maintain relationships with regular guests to foster communication and assist in collection.

Prepare and conduct a monthly credit meeting.

Review Guest Ledger High Balance Report daily and bring discrepancies to the attention of the Front Office Manager and Director of Finance if not resolved.

Review with the Director of Finance or Assistant Director of Finance all accounts that are over 30 days and implement collection procedures.

Write off or adjust uncollectible accounts after approval by the Director of Finance or Assistant Director of Finance and the General Manager according to established corporate guidelines.

Answer telephones and record messages accurately.

• Perform any additional duties as assigned by the Director of Finance or Assistant Director of Finance.

AUDIT:

Collect/Audit paperwork from all revenue centers in the hotel ensuring accuracy and compliance with ARC Internal Controls and local hotel policies.

Balance POS and PMS interfaces (revenues, payments, etc…totals should tally) – investigate any discrepancies and make appropriate corrections. Bring any extraordinary, abnormal activities to the attention of the Assistant Director of Finance.

Monitor and record all house account meals and entertainment expenses and report any non-compliance to the Assistant Director of Finance for follow up with the hotel management.

Prepare & publish Daily Revenue Report when the Accounting Manager is out.

Update credit card reconciliations on a daily basis that agree to transmissions and receipts.

Ensure validity of any post-departure allowances/adjustments with all applicable backup

Review daily voids/discounts reports from the hotel’s POS system to ensure proper inventory control in the F&B department.

High School/College education or equivalent experience

Computer literacy required especially Microsoft Office software (in particular Excel)

Excellent written and verbal communication skills in English to prepare and deliver reports, effective presentations and to facilitate meetings

Desirable

College/University degree

Prior Experience in the Hospitality Industry

Knowledge of Office applications including G Suite and PMS system Opera

Require a working technical knowledge of generally accepted accounting principles

Functional Skills:

Ability to prioritize effectively and handle multiple projects at once

Excellent problem-solving/ analytical skills

Ability to operate fax, scanner, copier, telephone, adding machine, calculator.

Clear understanding of the purpose and reasons for internal controls

Strong commitment to service

Key Behavioral Competencies:

Highest level of integrity and transparency

Pro-active and inquisitive mind set to develop problem solving, decision making, conflict resolution and strategic thinking skills

Apply an ethical approach to the outcome of situations

Strong interpersonal and relationship building skills to work with peers, superiors and guests

Work in a safe, prudent and organized manner

Must have the ability to move/maneuver in an office environment

The job requires sitting for extended periods of time in front of a computer screen. Some heavy lifting (20lbs.) may be required when moving items to storage

Must be willing to assist in other areas within the Finance division or Resort as directed by the Assistant Director of Finance or DOF.

What Else?:
At Auberge, we are passionate about our mission to be the best-loved operator of one-of-a-kind luxury properties and experiences. We are storytellers and story-makers, delivering simple pleasures and creating indelible memories. Born in Napa and inspired by the most relaxing places in the world, we prize simplicity, comfort, and beauty. Whatever role we play in Auberge, and wherever we reside and work, we all live by the view that our core purpose is to enrich people’s lives.

If that philosophy resonates with you and you feel that our approach is aligned with your own passions and beliefs, then please talk to us about becoming part of our family.

Primland is an Equal Opportunity Employer, M/F/D/V. Primland provides equal employment opportunities (EEO) to all team members and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Primland complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.