Account Receivables Specialist, Graylyn Conference Center

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Job Description Summary

Job Description

Essential Functions:

• Oversee billing and collection processes for Graylyn including proper posting of Accounts Receivables such as cash, checks, allowances, or credit cards. Approves account refunds for overpayments, and transfers of advance deposits. Responsible for notification to clients regarding cancellations and contract shortages.

• Responsible for all Accounts Receivable group billings, including mailing A-R invoices and statements, collections, authorization of client credit, and issuance of references.

• Responsible for the collection of past due accounts, and responding to guest chargebacks, guest inquiries, requests, or complaints. Keeps Graylyn Management informed, in general, of accounts receivable status as requested.

• Responsible for the deposit of, and recording of all payments received by clients, groups, and guests.

• Overseas processing of all Accounts Receivable month-end reports. Prepares aged trial balance of accounts receivable, advance deposits, and monthly reconciliation to the general ledger. Prepares required monthly journal entries.

• Collaborates with other internal departments including Front Desk, Coordination, Sales, Special Events, and Food and Beverage; recommends methods to improve any billing problems or procedures.

• Prepare special reports as required by management.

• Responsible for proper storage and relocation of all accounts receivable and payable records.

• Attends weekly Coordination meetings.

• Exercises discretion in decision-making, using existing policies and best practices as guidelines.

• Seeks input on decisions from the Director/ Assistant Director to ensure alignment with operational plans.

• Performs other related duties as assigned.

Other Functions:

• Serves as General Cashier - Maintains and audits petty cash banks at Graylyn regularly, including a reconciliation for distribution of petty cash disbursements and reimbursement.

Required Education, Knowledge, Skills, Abilities:

• Associate's degree and two years of related experience.

• Proficiency in Microsoft Office, Google Docs., the Internet, and other relevant software.

• Knowledge of Opera Software and Toast Software is a plus.

• Ability to handle sensitive information confidentially.

• Demonstrate understanding of security requirements and excellent safety skills.

• Ability to follow/enforce company policies and procedures.

• Ability to present and display a professional demeanor at all times.

• Excellent interpersonal, communication, and time management skills.

• Ability to organize workflow and coordinate activities.

• Ability to maintain effective customer relations.

Preferred Education, Knowledge, Skills, Abilities:

• An associate's degree or higher in Accounting, Business Administration, Hospitality, or related degree with two years of related experience or an equivalent combination of education and experience.

Accountabilities:

• Responsible for own work.

• Works under minimal supervision. Reports to Director, Finance & Administration.

• Oversee the cash receipts annually exceeding millions of dollars.

• Approves credit for newly established clientele.

• Handles questions, chargebacks, and other issues related to delinquent accounts.

• Work requires contact with meeting planners and administrative and academic departments.

• Work requires contact with the University's Legal department and outside collection agencies.

• Provides work direction and problem-solving assistance to staff.

• Make corrective actions when needed with Desk Clerk postings.

• Assisting with audits and checking for discrepancies in financial accounts.

• Ensuring that information is accurate so that management can make effective decisions.

Physical Requirements:

• Sedentary work. Talking; Hearing; Repetitive Motions.

• Close visual acuity.

Environmental Conditions:

• Not substantially exposed to adverse environmental conditions.

Additional Job Description

Disclaimer:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee's supervisor.

To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply. Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.

Time Type Requirement

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

WakeForestseeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate.In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on thebasis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran statusandencourages qualified candidates across all group demographics to apply.