What are the responsibilities and job description for the Accounts Receivable Clerk position at The Greenbrier Hotel?
Essential Job Functions
Position Summary
The Accounts Receivable Clerk is responsible for managing billing, cash application, and collections for The Greenbrier and its affiliated entities. This position works closely with Sales, Catering, and operational departments to ensure accurate and timely invoicing, maintain customer accounts, and support the collection of outstanding balances while delivering exceptional customer service.
Essential Duties & Responsibilities
Prepare and issue accurate invoices for group, catering, direct-bill, membership, and miscellaneous receivables.
Reconcile group master folios and banquet checks with signed contracts and banquet event orders before billing.
Process and apply daily cash receipts, including checks, ACH payments, wire transfers, and credit card settlements.
Monitor assigned accounts receivable aging and perform collection follow-up on outstanding balances.
Research and resolve billing discrepancies, payment disputes, and short payments in collaboration with Sales, Catering, and operational departments.
Maintain customer account records, credit applications, and direct-bill authorizations.
Reconcile credit card settlements and chargebacks while supporting daily deposit reporting.
Prepare aging reports and collection status updates for management review.
Assist with allowance for doubtful accounts analysis and write-off documentation.
Maintain organized documentation to support audits and financial reporting.
Required Qualifications
High school diploma or equivalent.
Two (2) or more years of accounts receivable, billing, or collections experience.
Experience with high-volume cash application and account reconciliation.
Strong written and verbal communication skills.
Proficiency in Microsoft Excel and experience using accounting or ERP systems.
Strong organizational skills with exceptional attention to detail.
Ability to maintain confidentiality while handling customer and financial information.
Preferred Qualifications
Associate's degree in Accounting or a related field.
Hospitality, resort, or group billing experience.
Experience with Opera PMS, Simphony POS, Sage 100, or comparable accounting systems.
Experience reconciling credit card settlements and resolving chargebacks.
Knowledge, Skills & Abilities
Strong analytical and problem-solving skills.
Excellent attention to detail and commitment to accuracy.
Effective organizational and time management skills.
Professional written, verbal, and interpersonal communication skills.
Ability to prioritize multiple responsibilities in a fast-paced environment.
Strong customer service skills when working with guests, clients, and internal departments.
Proficiency in Microsoft Office applications, particularly Excel.
Work Environment & Physical Requirements
Work is performed primarily in an office environment on resort property.
Extended periods of computer and keyboard use.
Additional hours may be required during month-end close, audits, and peak business periods.
Occasional travel throughout the resort property to collaborate with operational departments.
Equal Employment Opportunity
The Greenbrier is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to any characteristic protected by applicable federal, state, or local law. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions of the position.
Required Supervision: (Reports to,
Supervision provided, number of people to supervise)
· Reports to Accounts Receivable Manager