Travel Hotel Invoice Collection

Job Description & Summary

The Hotel Invoice Collection Associate sits within the Travel Ops team and is responsible for maintaining meticulous records and obtaining tax-compliant invoices for all hotel stays booked by our employees during their business trips.

The Hotel Invoice Collection Associate manages all day to day activities related to Invoice collection , booking tracker & data.

Other admin day to day tasks - travel related as relevant.

• Tax Compliant Invoice Collection: Contact hotels within 5 working days after each employee's checkout to obtain tax-compliant invoices for all business stays. Appropriate follow up action taken for delayed invoices as relevant.
• Monitor Tracker Data: Regularly update and maintain our internal tracking system to stay current with employee hotel stays and expenditure data.
• Reporting: Generate and provide reports based on collected invoice data, ensuring accuracy and timeliness.
• Communication: Collaborate with hotels and team members, both through online booking tools and direct communication, to secure required invoices.
• Dashboard Proficiency: Utilise dashboard tools and online hotel booking platforms efficiently to track and manage reservations and invoices.
• Documentation: Maintain well-organised records of all invoices and related communications.
• Coordinating with PwC Finance Team: Coordinate and work closely with the PwC finance team to ensure tax-compliant invoices are booked and payments are processed on time to payment provider card companies.
• Hotel Relationship Management: Cultivate and maintain positive relationships with all hotels, particularly their back-office teams, to ensure the timely collection of invoices.
• Collaboration with Travel Management Company: Work in conjunction with our travel management company and payment providers, such as Conferma Snap tools, to monitor data and secure invoices on time.
• Process Improvement: Identify and recommend process improvements to enhance efficiency and effectiveness in invoice collection.
  

Education

• Bachelor’s Degree
  

Language

• Fluency in English required, proficiency in Arabic is an advantage
  

Overall Experience

• 2+ years of overall experience
  

Specific Experience

• Experience in Tax compliant Invoice Collection, preferably in the travel field.
  

Knowledge and Skills

• Proven customer service experience with Excellent communication skills, both written and verbal.
• Previous experience in a similar role involving data tracking and invoice collection is highly advantageous.
• Proficiency in using dashboard tools and online hotel booking platforms is essential.
• Strong organisational and time management skills with an ability to meet deadlines consistently.
• Attention to detail and a commitment to maintaining accurate records.
• Proactive problem-solving skills and a dedication to process improvement.
• Knowledge of tax regulations and compliance is a plus.