Job Description

Job Description

Job Description

• Answer all internal and external calls after three rings.
• Answer customer service calls and complete phone request form.
• Act in accordance with fire, health and safety regulations on property and follow the correct procedures when required
• Attends staff meetings pertinent to work assignments
• Any other tasks assigned by General Manager or Director of Finance
• Collaborate with department resolve disputes
• Collaborates with manager to establish specific goals and plans to prioritize, organize and accomplish project/department goals
• Complete month-end responsibilities
• Coordinate receiving tickets, purchase orders and invoices for proper coding and approval signature.
• Develops and maintains constructive and cooperative working relationships with other departments.
• Ensures sufficient funds are on hand for daily hotel operation. Provides change to hotel staff.
• Execute internal control over revenues, expenses, assets and liabilities of the hotel
• Fax, photocopy and file.
• Inventories daily deposits from cashiers and bartenders.
• Maintain files to comply with the record retention schedule for registration cards, guests checks etc.
• Maintain record of payments and ensure vendors files are in proper order.
• Perform any duties and responsibilities asked by the Director of Finance and/or Assistant Director of Finance based upon department needs.
• Participate in special projects, team training and development
• Participate in the production of monthly accounts as directed
• Perform applicable retained Accounts Receivable, Accounts Payable, Payroll and General Accounting functions
• Reports results to others and aids others to understand financial matters
• Researches and responds to information requests from internal departments and management
• Respond to guest inquiries, charge inquiries and requests in a timely, friendly and efficient manner to support continuing effort to deliver outstanding guest service and financial profitability
• Send copies of guest folios on a timely basis via fax or mail.
  • Verify that all tickets, purchase orders and invoices for proper coding and approval signature.
  • Assist in managing revenues received and dispersed including accounts receivable, accounts payable, audit, General Ledger reporting.
  • Cash handling functions for the hotel and reconcile all cash dropped at the front desk.
  • Assist with financial and tax audits.
  • Assist with preparing tax returns and corporate reporting requirements.
  • Assist Director of Finance with completing the year-end audit process.
  • Review and approve all reconciliation and audit work papers.
  • Post city ledger payments in property management system, reconcile and bill all city ledger accounts.
  • Perform follow-up billing and credit collection documentation and inform Controller of any potential uncollected accounts.
  • Reconcile credit card back-up to General Cashier Summary and inform Controller of any discrepancies.
  • Bill out credit cards (AMEX, DINERS, etc.) and also maintain accurate and legible logs for all credit cards.
  • Reconciles bank statements.
  • Prepare wire transfer confirmations for reimbursable invoices.
  • Prepare credit card authorizations for American Express, Visa, Master, Diners etc. and send to vendors.
  • Verify if credit card service charge is billed correctly for all credit card transactions.
  • Reviewing all ledger details guest ledger, city ledger and deposit ledgers to validate proper payment and revenue posting.
  • If any imbalance or difference found on the ledger then co-ordinate with the PMS team to resolving the same.
  • Review the postings, payments, revenue and guest balance reports on a daily basis.
  • Ensure correct taxation are applied on all billing software like Property Management systems (PMS), Point of Sale (POS).
  • Maintains accounting databases by entering data into the accounting program.
  • Assists with reimbursable invoicing.
  • Set up new accounts in accordance with established credit policy.
  • Assign unique AR number to new approved accounts on both PMS and Back-office software.
  • Assist in reconciling open account status items.
  • Input General Cashier Summary and maintain binder.
  • File and distribute credit card cancellations, bulletins and credit warnings.
  • Process and follow-up on all returned checks accepted as cash payment.
  • Record General Ledger and City Ledger reconciliation.
  • Process authorizes purchase requests as needed.
  • Rotating monthly audits of inventories / Enter final inventory totals into spreadsheet.
  • Maintain Office supplies and order as needed.
  • Preparing invoices for payment
  • Ensuring all bills are paid in a timely and accurate manner
  • Assisting with accounts receivable function in direct billing, credit checking clients, billing guests, handling collections and ensuring a high level of performance and accuracy
  • Handling communications with vendors, clients, and internal departments
  • Assisting with inventory, database, and record maintenance
  • Issuing checks and making deposits
  • Maintaining accurate records of all income and receipts for the hotel
  • Processing invoices, payments, and refunds in a timely and efficient manner
  • Reconciling daily transactions and preparing monthly reports
  • Processing invoices and payments for the hotel
  • Verifying invoices, coding invoices, and entering invoices into the hotel's accounting system
  • Reconciling statements and processing payments
  • Computing, recording, collecting, analyzing and verifying numerical data for use in maintaining accounting records of the financial operations of the hotel.

Requirements:

• High School Diploma or equivalent
• Proficient in MS Excel, Word and Outlook

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