Position: Accounts Receivable Manager

Reports to: Assistant Director of Finance

Job Type: Full-Time, Exempt

Nestled on 325 acres just outside of Nashville, Southall Farm & Inn is a luxury spa and resort that feels a world away. Rooted in nature's bounty and the cycles that create it, Southall evokes the feeling of old farmsteads across America—a place of gathering and connection around food and nature. It’s where curiosity leads to learning, learning leads to understanding, and it all culminates in a deeper, more meaningful experience. We pride ourselves on creating memories and offering a place to connect with family, friends, the land, and the rich culture of Middle Tennessee. Sustainability and thoughtful conservation are at the core of everything we do, reflected in our state-of-the-art recycling, composting facility, and energy-efficient technologies.

Position Overview

This role is responsible for collection of all monies owed to Southall for non-leisure bookings and group events. The Accounts Receivable Manager will be responsible for the entire group billing process, collecting deposits, responding to guest inquiries or requests and resolving guest billing disputes while maintaining the luxury standards of our guest experience. Specifically, you would be responsible for performing the following tasks to the highest standards.

Key Responsibilities:

• Ensure that all billings are accurate and go to clients in a timely manner with all supporting backup for all charges
• Will provide a daily bill review as necessary or requested for all contracted programs to ensure accuracy and client understanding of daily on-site actuals.
• Audit all charges that are posted to master accounts for accuracy to ensure proper application of charges and that the credit limit is not exceeded
• Work closely with all departments including but not limited to the Sales department, Events Team, F&B Teams, Front Office, and Reservations personnel to service all group and house billing requirements
• Attend pre and post function and sales meetings where billing arrangements are involved
• Ensure that all major accounts have received a follow-up call 10 days after the bills have been mailed and follows up with client, whenever necessary, to verify receipt of billing statement, answers any questions that might arise. Research and resolve discrepancies or disputes in billing
• Review, collect and maintain records for all group deposits, ensure all deposits are taken in full and in accordance with contracts.
• Review credit requests and prepare all requests with information needed to ensure credit is properly provided according to Southall Farm & Inn standards
• Maintain confidentiality of all information in accordance with Southall Farm & Inn standards
• Must be highly organized with a strong attention to detail
• Respond to guest inquiries for both group and transient guests in a timely and friendly manner
• Review all chargebacks in an effective and timely manner
• Maintain adequate records of sales tax exemption
• Maintain and manage Group Commission process
• Prepare weekly and monthly AR reports

Skills and Experience:

• Previous Hotel/Hospitality experience required
• Minimum of 4 years of experience in Accounts Receivable role
• Proven experience with AR collections and Group Billing Processes.
• Strong understanding of the luxury resort market, including food and beverage, spa, guest rooms, and event spaces.
• Proficient in Opera PMS, Micros POS, Delphi, Microsoft (Excel, Word, Outlook).
• Excellent attention to detail and the ability to work collaboratively with departmental teams.
• Proficiency in managing relationships with clients, vendors and internal departments.
• Exceptional communication and interpersonal skills.
• A strong commitment to sustainability and conservation practices.

Education:

• High School diploma or GE
• Bachelor’s degree preferred

Southall Farm and Inn is committed to a diverse and inclusive workplace. Southall provides equal employment opportunities to applicants and employees and does not discriminate on the basis of age, race, color, ancestry, religion, sex, sexual orientation, gender identity or expression, transgender, national origin, status as a protected veteran, disability or any other classification protected by law. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs.