The Accounting Clerk is an integral contributor to the accounting services team in a high volume financial shared services environment supporting an exciting collection of hotel properties across North America.  This team member is responsible for daily reconciliations across multiple platforms.  This team member supports our hotel partners through month end journal entries. Achievement of daily, weekly, and monthly excellence targets while delivering extraordinary customer service to our hotel teams and clients is of utmost importance.  The Accounting Clerk reports to the Senior Accounting Services Manager. 

Essential Functions and Responsibilities

• Perform daily reconciliation between, Loews enterprise resource planning system and workflow systems.
• Post weekly expense report journal entries.
• Perform weekly/monthly expense report reconciliations to the bank.
• Perform daily reconciliation between credit card merchant activity and Property Management System.
• Perform daily reconciliation of corporate controlled expense departments.
• Perform standard monthly journal entries timely, in compliance and accurately.
• Perform daily reconciliation between, the Property Management System and third party vendor invoices.
• Prepare invoices for payment by the Procure to Pay department.
• Communicate missed guest transaction to Accounts Receivable for late billing.
• Serve as liaison to the thirty part vendors Director of Finance and/or Assistant Director of Finance, communicating any concerns or questions.
• Regular attendance in conformance with standards.
• May be required to work varying schedules to reflect business needs.
• Required to attend all training sessions and meetings.

Supporting Functions and Responsibilities

• Upholds all company and industry standards pertaining to PCI compliance, guest/financial/payroll confidentiality and accouting best practices.
• Other duties as assigned.

Specific Job Knowledge, Skills, and Abilities

• Ability to work cooperatively with others.
• Ability to maintain confidentiality.
• Ability to read, write and speak English effectively.
• Ability to communicate effectively both written and verbally.
• Ability to work effectively, maintain composure and make decisions in stressful situations.
• Ability to organize workload, adapt quickly to change, and deliver under the pressure of deadlines.
• Ability to perform both standard and intermediate spreadsheet functions using Microsoft Excel.
• Proficiency in windows-based computer programs to include e-mail, internet and word processing applications.
• Strong computer skills and ability to learn new computer applications.
• General knowledge of mathematics and accounting principles.

Qualifications

• High School Diploma or GED equivalent
• 1-2 years customer-facing work experience in a hospitality or finance environment

This position provides direction and leadership in a high volume financial shared services environment supporting an exciting collection of hotel properties across North America.  This leader oversees the activities of a dynamic group of team members who interact with clients of our hotels and liason with hotel leaders.  An effective Collections Manager maintains strong internal controls, limits credit risk, proactively collects receivables within contracted terms, and maintains aged receivables to a minimum. The Collections Manager is a results-driven professional who directs the activities of the Collections team to deliver our brand promise of extraordinary customer service to all stakeholders. The Collections  Manager reports to the Senior Manager of Credit and Collections.

• Provides day to day management of activities related to billing and collection functions for meeting and event groups prior to group arrival (includes scheduled advance and final deposits). 

• Directs the activities of the Collection Coordinators responsible for the billing and collection of  receivables post departure in accordance with contractual payment terms.

• Responsible for the delivery of services to clients and hotels within defined service level standards

• Responsible for the accurate and timely reporting of aged accounts receivables.

• Ensures the timely resolution of client disputes contributing to aging receivable balances.

• Manages guest/client problem resolution and contact escalation protocols.

• Primary contact for adhoc client escalation meetings to resolve aged or disputed receivables.

• Create and manage payment plans for delinquent accounts for Management approval.

• Responsible for all due diligence and support documentation to 3rd Party collection agency.

• Continually monitors workflow streams, team member productivity, and key performance indicators to ensure cash flow objectives are met. 

• Responsible for facilitating monthly meetings with hotel operations reporting on the status of each individual aged account receivable balance.

• Controls costs by effectively managing labor and monitoring savings objectives.

• Ensures environment of internal controls and best practices is enforced, regularly tested, and corrective action taken where appropriate.

• Develops and executes action plans to drive employee satisfaction targets.

• Builds strong relationships with hotel property leaders to ensure their needs are met and concerns are addressed in a timely and professional manner.

• Foster a continuous improvement culture which includes deploying technology-enabled solutions to advance, scale and optimize resources in delivering high quality and consistency to clients.

• Identifies training opportunities; creates and presents ongoing training to team members, hotel property leadership and other key stakeholders in the order to cash process.

• Hire, coach, train and evaluate assigned team member performance.

• Regular attendance in conformance with standards

• May be required to work varying schedules to reflect business needs

• Required to attend all training sessions and meetings

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Required:

• Ability to work cooperatively with others.

• Ability to maintain confidentiality.

• Ability to read, write and speak English effectively.

• Ability to communicate effectively both written and verbally.

• Ability to work effectively, maintain composure and make decisions in stressful situations.

• Ability to organize workload, adapt quickly to change, and deliver under the pressure of deadlines.

• Ability to perform both standard and intermediate spreadsheet functions using Microsoft Excel.

• Proficiency in windows-based computer programs to include e-mail, internet and word processing applications.

• Strong computer skills and ability to learn new computer applications.

• General knowledge of mathematics and accounting principles.

Preferred:

• Previous experience having served as a Credit Manager.

• Previous hotel industry experience.

• Previous experience having worked in a high volume shared services environment.

• Solid continuous improvement experience and achievements

Education:  High School Diploma or GED equivalent, Some College preferred.

Experience:  2-5 years customer-facing work experience in a hospitality or finance environment, 1-2 years supervising a team, 5+ years' experience with credit.

Purpose:

The Collections Coordinator is an integral contributor to the billing, credit and collections team in a high volume financial shared services environment supporting an exciting collection of hotel properties across North America. The Collections Coordinator works closely and maintains strong relationships with hotel Sales, Meeting and Events Management, Finance and Clients to appropriately manage credit risk, limiting aged receivables and minimizing bad debt write-off exposure.  The Collections Coordinator has an excellent understanding of the overall order to cash process as it relates to both the hotel and the shared services environments. The Collections Coordinator possesses impeccable customer service skills and a business approach that will enable him or her to ensure timely collection of advance deposits and invoices for services rendered, “direct-billed accounts”, while preserving the hotel/client relationship. Organized and detailed oriented, the Collections Coordinator will maintain complete, timely and accurate records of collection activities in accordance with contractual payment terms.  The Collections Coordinator is expected to uphold all company and industry standards pertaining to PCI compliance, maintain guest confidentiality, and adhere to generally accepted accounting standards and best practices. The Collections Coordinator is required to meet daily, weekly, and monthly service excellence and performance targets. This position will report to the Credit Manager.

Essential Functions and Responsibilities:

• Creates client master accounts in hotel property management system.
• Reviews all group sales and catering contracts to confirm financial terms, concessions, and payment schedules ensuring that billing and collection protocols are accurately identified in the meetings and events technology platforms and executed as contracted with the client.
• Invoices advance deposits timely in accordance with contractual terms to ensure timely remittances by clients by established due dates
• Collects payment of advance deposit invoices in accordance with contractual terms
• Collects payment of invoices for services rendered for meetings and events Completes invoicing, collections, and activity tracking logs via Smartsheet tools  
• Applies payments made by credit card in the hotel property management system on a daily basis.
• Able to research account disputes and resolve billing discrepancies by working with the group billing coordinators and hotel operation teams.
• Maintains the accuracy of the Accounts Receivable Aging for their assigned hotel locations
• Provides collection status updates to hotel and shared service leaders
• Leads monthly meetings with hotel leaders to review aged receivables, collection progress, and upcoming group business.
• Provides required reporting to hotel leaders in support of cash flow forecasting for their assigned hotel locations
• Participates and supports continuous improvement and transformation initiatives and projects within the department as well as cross-functional partnerships

Qualifications

• Ability to work cooperatively with others
• Ability to maintain confidentiality
• Ability to read, write and speak English effectively
• Ability to communicate effectively both written and verbally
• Ability to work effectively, maintain composure and make decisions in stressful situations
• Ability to organize workload, adapt quickly to change, and deliver under the pressure of deadlines
• Ability to perform both standard and intermediate spreadsheet functions using Microsoft Excel
• Proficiency in windows-based computer programs to include e-mail, internet and word processing applications
• Strong computer skills and ability to learn new computer applications
• General knowledge of mathematics and accounting principles

Education

• High School Diploma or GED equivalent

Experience

• 1-2 years customer-facing work experience in a hospitality or finance environment
• 1-2 years of experience in a collection’s role

Overview:

The Executive Coordinator, Customer Engagement Center, will be responsible for assisting the Executive leaders of eCommerce and Customer Engagement division with direct support administrative needs.

This position requires exceptional organizational skills, attention to detail, discretion, and the ability to handle information with confidentiality. You will be responsible for managing calendars, coordinating meetings and events, preparing documents and reports, and handling various administrative tasks for the division.

What you can expect:

• A hybrid work schedule

• Competitive health & wellness benefits, 401(K) & company match

• Paid Sick Days, Vacation, and Holidays

• Training & Development opportunities, career growth

• Hotel discounts

• A supportive and collaborative work environment

Essential Functions and Responsibilities:

• Travel Arrangements: Arrange travel itineraries, including flights, accommodations, transportation and managing expense reports.

• Calendar Management: Effectively manage Executive Team calendars by scheduling and prioritizing appointments, meetings, and events. Coordinate with internal and external stakeholders to ensure smooth scheduling and avoid conflicts.

• Meeting Coordination: Arrange and coordinate meetings, including preparing agendas, collecting, and distributing relevant materials, booking meeting rooms, and arranging necessary equipment or technology.

• Communication Management: As requested, assist with incoming and outgoing communication on behalf of the team, including email correspondence, phone calls, and written correspondence with both internal and external parties. Respond to inquiries and direct them to the appropriate parties as necessary.

• Team Coordination: Coordinates and interacts with division team members as required related to support functions.

• Customer Experience: As required, supports in corresponding with/assisting customers with needs, inquiries, escalations in coordination with leadership team.

• Assists with research needs for division related to customers, processes, technology

• Prepare and review documents, presentations, reports, and other materials for the team. Ensure accuracy, consistency, and professionalism in all documentation.

• Administrative Support: Provide general administrative support, including invoice and expense management, budget tracking and documentation organization.

• Day-to-Day Division Coordination:

  • Assisting with onboarding, including processing new hire paperwork, requesting IT access and equipment, ordering business/ID cards, coordinating onboarding agendas

  • Assisting with planning Team Member events such as training classes, community service activities, engagement events, etc.

  • Ordering office/event supplies and equipment replacement

  • Coordinates mailing activities and equipment return process for/with team members

• Maintaining excellent collaborative working relationships with colleagues and related departments

• Following departmental and Company policies, procedures, and service standards

Experience and Qualifications:

• Experience as an executive or administrative assistant supporting executives or senior leaders.

• Strong organizational and time management skills with the ability to multitask and prioritize effectively.

• Proficiency in using productivity tools such as Microsoft Office suite (Word, Excel, PowerPoint), Smartsheet and calendar management software.

• Attention to detail and a high degree of accuracy in all work.

• Proactive approach to organizing and coordinating work

• Ability to maintain confidentiality and handle sensitive information.

• Professionalism, discretion, and a strong sense of ethics

• Strong interpersonal skills with the ability to build relationships and work effectively with diverse individuals.

• Excellent verbal and written communication skills, with the ability to compose professional correspondence.

• Flexibility and adaptability to changing priorities and deadlines.

• Maintain regular attendance in compliance with Loews Hotels & Co standards, as required by scheduling, which will vary according to the needs of the hotel.

• Must be effective in handling problems, including anticipating, preventing, identifying, and solving problems as necessary.

• Must be capable of working independently, with strong organizational skills, as well as collaboratively, and take a proactive approach and anticipate needs.

• High school diploma or equivalent required

The Sr. Group Billing Clerk serves within a high volume financial shared services environment supporting an exciting collection of hotel properties across North America.  This team member supports the Group Billing team by serving as the first point of escalation for their questions, reviewing/auditing their work, and communicating directly with leaders at all levels at our hotel properties.  This team member also validates, organizes, and sends the final invoice for complex billing scenarios such as multi-property billing and unique billing requests.  This team member represents Loews as our Group Billing Concierge, providing expertise, problem resolution, and outstanding service levels to our valued group clients.  Timeliness and accuracy of the work performed by the Sr. Group Billing Clerk is critical as this is often the last impression a valuable group client will have of the hotel and brand.  Achievement of daily, weekly, and monthly excellence targets while delivering extraordinary customer service to our hotel teams and clients is of utmost importance.  The Sr. Group Billing Clerk reports to the Billing Services Manager.

Job Specific:

• Upholds all company and industry standards pertaining to PCI compliance, guest confidentiality, and accounting best practices.
• Uses hotel sales, financial, and property management systems to reconcile charges posted to group and catering master accounts.
• Calculates contractual concessions owed and adjusts accordingly in property management system.
• Researches and resolves missing or discrepant charges to ensure highest levels of billing accuracy.
• Compiles final invoice for hotel group and catering functions for timely delivery to clients and third party planners.
• Collaborates with other Billing Services and hotel team members to resolve guest billing disputes.
• Maintains strong relationships with hotel Finance, Sales, Catering, and Conference Services team members to ensure client needs are understood and met.
• Performs daily audit of department's financial transactions to ensure accuracy and compliance.
• Collaborates with Training Manager, STAR Trainers, and Billing Manager to maintain training environment focused on continuous improvement.
• Accountable for achievement of metrics and targets associated with the position.

General:

• Regular attendance in conformance with standards
• May be required to work varying schedules to reflect business needs
• Required to attend all training sessions and meetings
• Other duties as assigned

Qualifications:

Required

• Ability to work cooperatively with others.
• Ability to maintain confidentiality.
• Ability to read, write and speak English effectively.
• Ability to communicate effectively both written and verbally.
• Ability to work effectively, maintain composure and make decisions in stressful situations.
• Ability to organize workload, adapt quickly to change, and deliver under the pressure of deadlines.
• Ability to perform both standard and intermediate spreadsheet functions using Microsoft Excel.
• Proficiency in windows-based computer programs to include e-mail, internet and word processing applications.
• Strong computer skills and ability to learn new computer applications.
• General knowledge of mathematics and accounting principles.

Preferred

• High School Diploma or GED equivalent
• Minimum 6 months service in Group Billing Clerk role
• 1-2 years customer-facing work experience in a hospitality or financial environment