We are currently recruiting on behalf of a 4 Star Hotel in Derry for an Accounts Assistant to join the Finance team.
The Accounts Assistant supports the Financial Controller and accounts team with the hotels daily finance administration. The main focus is maintaining an accurate sales ledger, raising and allocating invoices and payments, following up outstanding balances, and helping the team keep records complete and up to date. The role works closely with Reception, Reservations, Sales and Events, and other departments to resolve account queries promptly.
Key responsibilities
Sales ledger and credit control
- Prepare and issue accurate invoices and credit notes for corporate accounts, events, accommodation and other hotel services, using approved supporting records.
- Maintain customer account details, payment terms and billing instructions, and ensure invoices are sent to the correct contacts on time.
- Post and allocate receipts, reconcile customer accounts, and investigate unapplied or disputed payments.
- Review aged debtors regularly, issue statements and payment reminders, and follow up overdue balances professionally in line with agreed procedures.
- Work with Reception, Reservations, Sales and Events to resolve billing queries, missing purchase orders, deposits and account discrepancies; escalate material or unresolved issues to the Financial Controller.
- Assist with reconciliation of deposits, advance payments and event accounts, ensuring they are matched to the correct bookings and invoices.
Daily accounts administration
- Check daily sales and payment reports against supporting records from the hotels booking, point of sale and payment systems; raise discrepancies for review.
- Help prepare banking, card settlement and cash records, maintaining clear audit trails and following the hotels cash handling procedures.
- Maintain organised electronic and paper finance records, including invoices, remittances, reconciliations and correspondence.
- Monitor the accounts inbox, respond to routine queries and direct requests to the appropriate colleague.
- Support the accounts team with data entry, filing, scanning, document retrieval and other routine administrative tasks.
- Assist with month end schedules, reconciliations and information requested by the Financial Controller or external accountants.
Working standards
- Handle guest, employee, supplier and financial information confidentially and in accordance with the hotels data protection procedures.
- Follow financial controls and approval limits; refer unusual transactions, suspected errors or potential fraud promptly to the Financial Controller.
- Build effective working relationships across hotel departments while maintaining accuracy, courtesy and appropriate professional boundaries.
- Carry out other reasonable finance administration duties consistent with the role.
Person specification
Essential
- Experience in accounts administration, sales ledger, credit control or a comparable finance support role.
- Good numeracy and attention to detail, with the ability to investigate differences and maintain accurate records.
- Confident use of spreadsheets, email and accounting or business systems; able to learn hotel systems.
- Clear written and verbal communication, including a professional manner when following up payments.
- Able to organise competing tasks, meet deadlines and work both independently and as part of a team.
- Able to handle confidential information responsibly.
Desirable
- Previous experience in a hotel or hospitality finance team.
- Experience with corporate billing, event invoicing, deposits, card settlements or high volume transactions.
- Working knowledge of bookkeeping principles and reconciliations; relevant accounts qualification or study towards one.
Hours of work 9.00am-5.00pm (Monday to Friday)
Interested candidates should forward CV in the strictest confidence via link below
Skills:
sales ledger Accounts Admin Work Payroll
Benefits:
Laptop Meal Allowance / Canteen Paid Holidays Parking Pension Fund
WHJS1_NI
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