Salary: Market related

Location: Pretoria

Job type: Permanent

Industry: Hospitality

Reference: CWR.K.DRA.05102026

COMPANY DESCRIPTION:

Our client, an upmarket hotel and conference center in Pretoria is looking for a Debtors & Revenue Administrator to join their dynamic team.

JOB DESCRIPTION / PURPOSE:

To ensure the accurate and timeous administration of debtor accounts, advance deposits, customer billing and revenue-supporting documentation in line with company policies, internal controls, governance and audit requirements.

The role coordinates the debtor and billing process by receiving, validating and processing supporting documentation, including signed slips, function sheets, contracts and billing instructions, and ensuring invoices are raised correctly according to approved instructions, contractual agreements and company procedures.

The position monitors advance deposits and payment due dates, coordinates deposit collections, follows up on outstanding payments and provides accurate debtor and collection information to support cash flow and working capital management.

The role works closely with Group & Conference, Front Office, Reservations, Sales and other departments to ensure timely documentation, resolve billing queries, minimise credit risk and maintain accurate, complete debtor and billing records.

Debtors’ Administration & Credit Management

• Maintain accurate debtor profiles, credit applications, agreements and supporting documentation in line with company policies, governance and the National Credit Act.
• Create and maintain debtor accounts and master data in Opera, ensuring correct coding, classifications, contact details and billing instructions.
• Monitor debtor age analyses, follow up overdue accounts, negotiate payment arrangements within authority and escalate high-risk accounts.
• Manage collection activities and audit trails, liaise with external collection agents, and prepare documentation for doubtful debts, write-offs and legal recovery.
• Assist with vendor applications and customer onboarding, ensuring required registration documents are complete, submitted and tracked.
• Monitor outstanding guest ledger balances and liaise with operational departments to resolve issues timeously.

Customer Billing & Invoicing

• Prepare and issue accurate invoices, statements and supporting documentation according to contracts, function sheets, bookings and approved billing instructions.
• Review and process authorised invoice adjustments, credit notes and billing corrections and resolve customer billing queries.
• Audit client and function files for completeness, including signed slips, contracts, deposits, rooming lists and billing documentation.
• Reconcile charges and supporting documentation to final bills, identify discrepancies, rate variances and unauthorised charges, and follow up corrective action.
• Track outstanding documentation and escalate overdue files, unresolved discrepancies and non-compliance.
• Ensure invoices are issued within company service levels and contractual deadlines, with all special billing arrangements, split billing, deposits, commissions and contractual requirements correctly applied.
• Maintain audit trails and report on outstanding files, billing exceptions and discrepancies.

Advance Deposits & Collections

• Monitor advance deposits and payment due dates for accommodation, conferences, functions and events and proactively follow up outstanding payments.
• Coordinate with Group & Conference, Reservations and Front Office on deposit requirements and ensure payments are correctly allocated.
• Investigate unallocated receipts, short or duplicate payments and allocation discrepancies.
• Maintain deposit registers and provide collection reports and status updates to support cash flow and working capital management.
• Escalate significant collection risks, overdue deposits and disputed accounts to Management.

Promotion Account Administration

• Maintain authorised signatory records and verify promotion account transactions against approved signatures and supporting documentation.
• Investigate and resolve unauthorised, unsupported or unusual transactions and maintain complete audit trails.
• Prepare exception reports, update authorised signatory records and escalate policy or approval non-compliance.

Payment Administration & Merchant Services

• Administer virtual credit card payments from OTAs, travel management companies and other third-party channels, verifying activation dates, limits, reservations and billing instructions.
• Process and allocate payments accurately to the correct customer, reservation and debtor accounts and maintain supporting documentation.
• Liaise with internal departments and external stakeholders to resolve payment queries and outstanding transactions.
• Coordinate payment terminal and merchant service faults, log service calls, monitor progress and communicate outages and alternative payment arrangements.

ShopSpa Voucher Administration

• Process and post ShopSpa vouchers accurately against applicable reservations or customer accounts and verify validity, value, conditions and supporting documentation.
• Redeem vouchers on the ShopSpa platform and maintain complete transaction records for audit and reconciliation.
• Investigate and resolve rejected, duplicate or incorrectly allocated vouchers and monitor outstanding balances and redemptions.
• Liaise with relevant operational departments and escalate unresolved issues where required.

Reporting, Documentation & Audit

• Compile debtor age analyses, collection reports, overdue account summaries and deposit reports.
• Prepare month-end schedules, management reports and audit documentation.
• Maintain organised electronic and hard-copy records and provide documentation for internal and external audits.
• Participate in credit meetings and report on collection performance, outstanding accounts and risks.
• Ensure compliance with company policies, internal controls, audit standards, POPIA and the National Credit Act.
• Maintain complete, audit-ready records for debtor, billing, customer, commercial and supporting documentation.

Commercial Agreements, Commissions & Barter

• Maintain registers and organised files for commission, travel agent, tour operator, TMC, group, negotiated rate, barter and other revenue-related agreements.
• Ensure agreements are authorised, current, correctly filed and available for operational, billing and audit purposes.
• Review agreements and contractual terms to ensure billing, payment, collection and commission requirements are correctly applied.
• Verify commission claims and calculations against approved agreements and supporting documentation.
• Prepare monthly commission provisions and schedules, investigate discrepancies and ensure valid claims are processed within agreed timelines.
• Maintain records of commission calculations, provisions, claims and approvals for audit purposes.
• Monitor barter utilisation and ensure transactions are properly supported and administered.
• Liaise with Sales, Group & Conference, Reservations, Front Office and other departments regarding commercial agreements.
• Monitor agreement expiry dates, renewals, notice periods and key terms, and follow up missing, expired, incomplete or unsigned agreements.

EDUCATIONAL REQUIREMENTS:

• Grade 12
• Certificate, Diploma or Degree in Accounting, Finance, Credit Management, Debtors Control or Business Administration 

EXPERIENCE AND SKILLS REQUIRED:

• Minimum of 2–3 years' relevant experience in finance administration, creditors administration or accounts payable.
• Minimum 3 years' experience in debtor administration, credit control, revenue administration or a similar finance role within the hospitality industry 
• Experience working with Opera PMS, reservations systems, event and conference billing processes and debtor administration systems 
• Proven experience in debtor management, collections, customer invoicing and account administration
• Experience auditing client files, function documentation, contracts and billing support documentation
• Experience administering travel agent, corporate, tour operator or conference billing accounts 
• Experience with commission administration, commercial agreements, travel agent agreements, barter agreements and customer onboarding processes
• Sound understanding of debtor management, credit control, customer billing, revenue administration and customer account management within a hospitality environment.
• Working knowledge of hotel revenue cycles, including accommodation, conferencing, events, travel agents, tour operators, negotiated rates and direct billing processes.
• Understanding of debtor ageing, debt collection procedures, customer account administration and working capital principles.
• Working knowledge of the National Credit Act, POPIA, internal controls, governance requirements and audit documentation standards.
• Understanding of commission agreements, travel agent contracts, tour operator agreements, barter agreements and commercial billing arrangements.
• Working knowledge of Opera PMS, POS systems, OTA platforms, TravelIT, ShopSpa and other systems used within a hotel revenue and debtor administration environment.
• English proficiency (written and verbal communication)
• Computer literacy in Microsoft Office, including intermediate to advanced Excel skills (formulas, pivot tables, lookups, filtering and reporting) 
• Computer literacy in Opera PMS, Microsoft Excel and other hospitality systems used for debtor administration, customer billing and reporting.
• Ability to prepare and review invoices, statements, billing schedules, customer account information and supporting documentation accurately.
• Strong administration, document management and record-keeping skills.
• Ability to analyse debtor balances, collection trends, deposits, commission schedules and billing discrepancies.
• Strong customer service and stakeholder relationship management skills.
• Strong negotiation, follow-up and collection skills.
• Strong attention to detail with the ability to identify billing exceptions, contractual discrepancies and documentation deficiencies.
• Ability to coordinate multiple deadlines and follow-up activities across departments.
• Valid Driver's License + Own Transport 

POPIA NOTICE

By submitting your CV, you acknowledge and agree that:

1. We may retain your personal information in our database for future employment opportunities and matching purposes.
2. We may contact you should a suitable position become available.
3. The information you have provided is true, correct, and up to date.

We endeavour to respond to all applications. However, if you do not hear from us within 14 days, please consider your application unsuccessful.