Industry: Hospitality

Job Title: Credit Manager

Reports To: Chief Accountant

Job Overview: The incumbent in this position is responsible to monitor and control all accounts to ensure that the credit policies are adhered to and that invoices, credit cards and payments are processed correctly within the given time frame.

In addition, this position is responsible to ensure that all daily transfers are approved credit customers and to balance City Ledger with General Ledger and report statistical figure to Management.

Type of Hire: Local Candidate, temporary work for 3-4 months, possibility of full time employment.

Location: Nairobi, Kenya

Gross Salary: KES 140,000 per month plus benefits (medical, phone allowance and performance incentive)

Job Responsibilities:

• To know and observe the credit policies and to assist in establishing and compiling legible and defined credit procedures for all positions in the department.
• Conducts credit investigation to determine the credit worthiness of the customers by talking to other credit managers and accounts receivables staff or investigate with other establishments (e.g. DECOL  Debt collection Agency, Banks, etc.). Depending on the results of the investigation, recommends the credit or extension.
• Reviews daily the “High Account Listing” (In-House Guests) to ensure that in-house guests’ balances do not exceed the credit limit as established and takes appropriate actions.
• To maintain a complete record for each Customer Containing all documentations related to the credit research.
• To update approved credit customers in Fidelio and SCALA.
• Contacts delinquent accounts and tries to collect money in the shortest delay possible by establishing a payment schedule bearing in mind the importance of maintaining a good relationship with the customers.   Recommends if an account should be written off.
• Reports to the financial controller all matters affecting credit and collection such delinquent accounts, accounts over 90 days old, aged accounts and take the appropriate actions.
• Names of the defaulters have to be communicated with other SBU Credit Managers & Financial Controller.
• Maintains daily contact with other departments to ensure that credit manual policies and procedures are adhered to and that all upcoming events have an established payment policy
• To set and regularly review credit limits for both in –house guests and Suppliers.
• City Ledger balances. Forward high balance report by e-mail to Front Office and check up-dated remarks given by Front Office staff and follow up any discrepancies with Front Office Manager. Twice a week hard copy of high balance report to be signed by General Manager and Financial Controller.
• Verifies the balance of account receivables to ensure that all figures are accurate and tied to related accounts
• Organizes monthly credit meeting with various department heads to review all outstanding accounts and attends other departmental meetings where credit related issues are discussed
• To follow up on the collection of returned cheques, credit card charge -backs, skipper accounts.
• To investigate disputed charges and to follow up on queries received by City Ledger Customers and credit card customers.
• To monitor if AR staff maintains ongoing detailed documentation of all collection efforts for future analysis of a customer’s credit worthiness and to serve as support in the event of a bad debt write-off.
• To prepare the writing-off of non collectable debts according to the company’s policies and procedures.
• To review and sign pro forma invoices and pass a copy to responsible department and to file a copy. Follow-ups have  to be done by the concerned departments. These departments have to be informed when money has arrived.
• To reconcile accounts receivable trial balances with the general ledger accounts each month and to ensure accurate ageing.
• To audit City Ledger rebates and forward them to the Financial Controller for review and signature.
• To ensure AR staff checks if all daily City Ledger folios are received from Front Office.
• To ensure that all folio transfers are approved Debtors and routed to correct customer.
• To ensure accuracy of all charges and credits posted to the individual accounts.
• To ensure that AR staff processes invoices/folios promptly.
• To ensure that AR staff monitors and maintain supporting documents of all advance deposits.
• To answer client’s queries promptly, professionally and efficiently.
• To ensure that AR staff checks room rates charged to travel agents are in accordance with the contract.
• To ensure that group billings are completed as per contract.
• To initiate payment of travel agents commissions on the basis of verified computer reports.
• Update any changes of customer’s details and contacts.
• To check if the bills are attached with proper covering details e.g. authority letter, vouchers, or any other relevant documents supporting the charges before dispatching to customer.
• To ensure AR staff maintains the records i.e. photocopy of invoices, supporting documents, statements, filing etc.
• To prepare daily the No-Show/Cancellation and Early Departure report and to forward it by e-mail to General Manager and concerned department heads.
• Prepares and distributes monthly reports such as the summary aged analysis and the credit analysis report and other documents upon requests.
• To have a full working knowledge and capability to supervise, train, correct and demonstrate all duties and tasks in the assigned place of work according to the standards operating procedures.
• To assign responsibilities to staff members, implementing multi-tasking and periodic performance checks.
• To assist in the planning the weekly working schedules to ensure that the outlets/sections are adequately staffed to handle the levels of business.
• Assist in the conducting of annual performance evaluations.
• To ensure that all employees report for duty punctually wearing the correct uniform and name badge at all times.
• Assist in the training of the employees ensuring that they have the necessary skills to perform their duties with the maximum levels of productivity and efficiency.
• To understand and strictly adhere to the Rules & Regulations established in regards to the hotel policy on Fire, Hygiene, and Health & Safety.
• To ensure that all potential and real hazards are reported and rectified immediately.
• To have complete understanding of the Hotel’s Employee Handbook and adhere to the regulations contained within.
• Performs any other duties as assigned to him/her by management.

• Bachelor’s degree in accounting;
• Fluent English; other languages preferred;
• Proficiency in Microsoft Office Applications
• Proficiency in Scala
• Proficiency in Fidelio
• Knowledge of Credit laws and regulations
• Knowledge of cashier and account receivables operations
• Must be Self-motivated and hardworking
• Must be a social persona and a team player,
• Must have detailed problem solving approach to work,
• Must have a positive attitude towards work,
• Should have good communication skills (written & verbal), assertive and decisive.
• Must be flexible to change