What are the responsibilities and job description for the Accounts Receivable Coordinator position at Hawks Cay Resort?
Description
Position Summary
The Accounts Receivable Coordinator is responsible for ensuring accurate billing, timely collection of payments, and maintaining strong financial controls for the resort, supporting guest satisfaction and financial integrity by managing invoices, processing payments, and providing excellent service to internal and external partners, while also performing other duties as assigned by the manager.
The ideal candidate will some front office experience, strong attention to detail, excellent follow-through, and experience working with high-volume billing environments such as hospitality, hotels, or resorts.
Key Responsibilities
Group & Direct Billing
- Prepare, compile, and issue accurate group bills and master account invoices in accordance with contract terms and internal policies
- Ensure all supporting documentation (banquet event orders, folios, backup reports, contracts) is properly attached and organized
- Submit final group bills for internal review and approval prior to release to clients
Deposits & Payment Processing
- Post and track timely deposits for group and individual accounts
- Monitor deposit schedules and ensure compliance with contractual requirements
- Apply payments accurately to the appropriate accounts and folios
Accounts Receivable & Aging Management
- Maintain and monitor accounts receivable aging reports
- Identify past due balances and follow up with clients and internal stakeholders
- Escalate delinquent accounts when necessary in accordance with AR procedures
- Assist with month-end closing tasks
Reconciliation & Accuracy
- Reconcile payments received against outstanding balances and aging reports
- Investigate and resolve discrepancies, unapplied payments, or mis posted transactions
- Ensure accurate application of payments to prevent long-standing aged balances
Collaboration & Reporting
- Work closely with Sales, Events, Front Office, and Operations teams to resolve billing issues and ensure accuracy
- Provide regular AR status updates and assist with month-end reporting
- Support audit requests and documentation as required
- Assisting in other functions as needed and to cover other's time off
Cashiering Responsibilities
- Accurately prepare weekly bank deposits for courier pickup.
- Manage laundry deposits by emptying coins from laundry machines, refilling the change machine, and preparing corresponding deposits.
- Monitor the change machine and process change orders as needed.
- Troubleshoot and resolve change machine errors to ensure continuous operation.
Compliance & Controls
- Ensure all billing practices adhere to company policies, financial controls, and PCI/credit-card regulations.
- Assist with chargeback responses and dispute resolution.
- Protect confidential financial information with the highest level of integrity.
Qualifications
- Previous experience in Accounts Receivable, hotel finance, or hospitality accounting preferred.
- Strong understanding of hotel PMS and POS systems (e.g., Opera, PMS, Oracle, Agilysys).
- High attention to detail and strong numerical accuracy.
- Excellent communication and customer-service skills.
- Ability to work in a fast-paced, luxury hospitality environment.
- Proficient in Excel and financial reporting tools.
Physical Requirements
- Ability to sit for extended periods while working on a computer.
- Light lifting of files, reports, or office supplies as needed.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.