Member Billing Accounting Specialist

Rancho Valencia Resort & Spa; Rancho Santa Fe (CA); On-site; USD 42,000 - 65,000; Full time

Job summary

Rancho Valencia Resort & Spa seeks an Accounts Receivable professional to manage billing, collections, and GL reconciliations for multiple entities within a luxury resort setting.

The role requires strong data entry, Excel proficiency, and confidential handling of guest and vendor information, with flexibility to meet deadlines and participate in safety and sustainability initiatives.

Qualifications

• Must have adequate experience in Accounts Receivable processing and understand general ledger accounting.
• Must be able to meet strict deadlines to ensure that all A/R procedures are being met.
• Must be a self-starter and possess the ability to handle projects and tasks with minimal supervision.
• Must be willing to work a flexible schedule to accomplish all major responsibilities and tasks.

Responsibilities

• Maintain an up-to-date billing system.
• Follow-up on the collection and allocation of payments.
• Carry out billing, collection, and reporting activities according to specific procedures and time constraints.
• Prepare the reconciliation of some general ledger accounts.
• Monitor customer account details for non-payments, delayed payments, and other irregularities.
• Communicate via phone, email, or in person with customers and maintain A/R files.
• Follow procedures for processing payments (credit cards, cash, checks).
• Investigate and resolve customer queries.
• Process adjustments and refunds according to policies.
• Organize a recovery system and initiate collection efforts.
• Communicate with management regarding status of collection efforts.
• Monitor Accounts Receivable procedures to ensure adherence to laws and internal controls.
• Maintain professional conduct and reflect hotel standards.
• Participate in safety programs and sustainability initiatives.
• Perform other duties as directed.

Skills

A/R processing

General ledger

MS Excel

Data entry

Communication

Attention to detail

Confidentiality

Time management

Multi-tasking

English proficiency

Problem solving

Tools

Opera PMS

Job description

Description

SUMMARY

To provide financial, clerical, and administrative services to ensure efficient, timely and accurate collections of accounts receivables for three separate entities to include resort membership receivables. Full-Service Hotel or Resort Experience required.

ESSENTIAL FUNCTIONS

• Maintain an up-to-date billing system.
• Follow-up on the collection and allocation of payments.
• Carry out billing, collection, and reporting activities according to specific procedures and time constraints.
• Prepare the reconciliation of some general ledger accounts.
• Monitoring customer account details for non-payments, delayed payments, and other irregularities.
• Effectively communicate via phone, email, or in person with customers and always maintain proper and complete A/R files.
• Follow established procedures for processing payments including credit cards, cash, and checks.
• Investigate and resolve customer queries.
• Process adjustments and refunds according to policies and procedures.
• Organize a recovery system and initiate collection efforts.
• Communicate with management frequently regarding status of collection efforts.
• Monitor Accounts Receivable procedures and best-practices to ensure adherence to all applicable laws, established guidelines, and internal controls.
• Conduct yourself in a professional manner always to reflect the high standards of the Company.
• Actively participates in safety programs and abides by all injury reporting and safety behavior requirements.
• Participates in and supports hotels’ efforts towards community service, sustainability, and environmental initiatives.
• Perform other duties as directed, developed, or assigned

Requirements

Required

• Must have adequate experience in Accounts Receivable processing and understand general ledger accounting and how the A/R function has an impact on financial statements.
• Must be able to meet strict deadlines to ensure that all A/R procedures are being met.
• Must be a self-starter and possess the ability to handle projects and tasks with minimal supervision.
• Must be willing to work a flexible schedule to accomplish all major responsibilities and tasks.

Desirable

• Previous accounting experience in the hospitality industry
• Experience with Opera or similar Property Management System

SKILLS:

Required

• Ability to work with computers and software and perform data entry in frequent duration.
• Ability to perform basic and some intermediate functions of MS Excel.
• Ability to effectively communicate with other employees, managers, and the Executive Committee of the Resort
• Knowledge of general accounting principles and procedures.
• Proficiency in data entry and time-management skills.
• Ability to organize and prioritize.
• Ability to maintain attention to detail.
• Ability to maintain confidentiality of our guests and clients.
• Ability to communicate in English with vendors, guests, and staff to their understanding
• Ability to problem solve and multi-task.

PHYSICAL DEMANDS:

• Frequent or occasional need to perform the following physical activities: reaching, bending, pushing, pulling, twisting, lifting, and climbing.
• Constant need to perform the following physical activities: grasping, turning, finger dexterity.
• Frequent need to sit for long periods of time.
• Lifting/carrying up to 20 lbs. frequently and 30 lbs. occasionally.
• Vision requirements: constant need to view small print. Frequent need to see small details and things clearly beyond arms’ reach.
• Hearing requirements: constant need to speak on the telephone and/or two-way radio, respond to public and converse with staff. Ability to hear fire alarms and emergency equipment.