The Finance & HR Administrative Clerk provides day-to-day financial, administrative, and human resources support to the hotel and convention centre.
The role is responsible for ensuring routine financial administration, documentation, employee administration, and coordination are completed accurately and on time. The position works closely with the General Manager, department heads, the property's external accounting firm, ADP, and external HR advisors.
This is an administrative and coordination role. Technical accounting, financial reporting, complex reconciliations, and specialized HR advisory matters are handled by qualified external professionals.
The objective of the position is to maintain strong day-to-day administrative processes while allowing hotel leadership and department heads to remain focused on operations, employees, guests, sales, and profitability.
Support the property's daily finance processes, including:
- Assist with daily cash administration and deposit preparation.
- Coordinate bank deposits and other routine banking requirements.
- Maintain organized records of deposits, receipts, invoices, and supporting documentation.
- Prepare and issue customer invoices as required.
- Maintain accounts receivable records and follow up on outstanding balances.
- Support accounts payable processing and administration.
- Collect invoices and ensure appropriate management approvals are obtained.
- Maintain vendor files and supporting documentation.
- Respond to routine vendor and customer account inquiries.
- Organize financial documents required by the external accounting firm.
- Assist with credit card, merchant, and payment documentation as required.
- Maintain accurate electronic and physical financial records.
- Follow established finance procedures and internal controls.
- Assist management and the external accounting firm with information requests.
Act as the primary on-property administrative liaison with the hotel's external accounting firm.
Responsibilities include:
- Collect and organize documentation required for bookkeeping and month-end accounting.
- Ensure invoices, deposits, receivables, payment records, and other supporting documents are submitted on time.
- Follow up with department heads when documentation or approvals are missing.
- Respond to routine information requests from the accounting firm.
- Maintain an organized schedule of recurring accounting requirements and deadlines.
- Assist in resolving documentation discrepancies identified by the accounting firm.
Technical accounting responsibilities, including financial statement preparation, balance-sheet reconciliations, accounting analysis, complex journal entries, and accounting judgments, remain the responsibility of the external accounting professionals.
Support timely collection and accurate billing by:
- Preparing invoices and supporting documentation.
- Maintaining organized customer account records.
- Monitoring outstanding receivables.
- Following up professionally with customers regarding outstanding balances.
- Escalating overdue or disputed accounts to management.
- Coordinating with Sales, Events, Front Office, and other departments to resolve billing questions.
- Providing AR information to management and the accounting firm as required.
Support the hotel's purchasing and payment processes by:
- Receiving and organizing vendor invoices.
- Confirming required supporting documentation is attached.
- Obtaining department-head and management approvals.
- Maintaining vendor records.
- Coordinating approved invoices for payment.
- Responding to routine vendor payment inquiries.
- Following up internally on missing approvals or documentation.
- Maintaining accurate records for the external accounting firm.
Provide administrative HR support to the General Manager and department heads, including:
- Coordinate employee onboarding and offboarding documentation.
- Ensure employee information and required documents are properly completed and maintained.
- Support managers with routine employee administrative requirements.
- Assist with vacation, leave, attendance, and employee documentation.
- Support timekeeping administration and follow up on missing or incomplete information.
- Coordinate documentation and information between department heads and ADP.
- Maintain organized and confidential employee records.
- Assist department heads with routine HR paperwork and administrative follow-up.
- Track outstanding employee documentation and ensure completion.
- Support implementation and administration of hotel HR policies and procedures.
The position does not independently provide employee-relations advice or make decisions regarding discipline, termination, employment law, or other complex HR matters. These matters are escalated to the General Manager and qualified external HR advisors.
Serve as an on-property administrative contact for ADP by:
- Supporting onboarding and offboarding processes.
- Assisting managers and employees with routine ADP administrative matters.
- Coordinating timekeeping information.
- Following up on missing employee information or documentation.
- Helping maintain accurate employee records within the system.
- Escalating payroll, system, or HR issues to the appropriate ADP resource or management.
Provide administrative support that improves efficiency across the property, including:
- Assist the General Manager with finance and HR administrative requirements.
- Support department heads with documentation and administrative follow-up.
- Coordinate information between Finance, Operations, Housekeeping, F&B, Sales, Events, and external service providers.
- Maintain organized records, trackers, and recurring deadlines.
- Follow up proactively on outstanding information rather than waiting for issues to arise.
- Assist with other reasonable administrative duties required for the effective operation of the hotel.
- Previous experience in an accounting clerk, administrative, bookkeeping, office administration, HR administration, or similar role.
- Hospitality or hotel experience is an asset but not mandatory.
- Basic understanding of accounts payable and accounts receivable.
- Comfortable working with invoices, cash documentation, banking records, and financial paperwork.
- Strong computer skills, particularly Microsoft Excel, Outlook, and Word.
- Experience with ADP or similar payroll/HR systems is an asset.
- Strong organizational and follow-up skills.
- High attention to detail and accuracy.
- Comfortable working with multiple department heads and competing deadlines.
- Ability to handle confidential financial and employee information appropriately.
- Strong written and verbal communication skills.
The ideal candidate is highly organized, dependable, detail-oriented, and comfortable being the administrative link between multiple departments and external service providers.
This person does not need to be a designated accountant or HR professional. However, they should have enough financial and administrative understanding to recognize when information is incomplete, follow up with the appropriate person, maintain accurate records, and ensure tasks are completed on schedule.
The successful candidate should be someone who takes ownership of administrative processes and follows matters through to completion.
Success in this role will be measured by:
- Daily finance administration completed accurately and on time.
- Bank deposits and cash documentation properly maintained.
- Invoices issued promptly.
- Accounts receivable followed up consistently.
- AP documentation complete and properly approved.
- External accountants receiving complete information on schedule.
- Employee files and HR documentation maintained accurately.
- Onboarding and offboarding completed smoothly.
- Timekeeping and ADP administrative issues followed up promptly.
- Reduced administrative burden on the General Manager and department heads.
- Strong organization and readiness for month-end accounting requirements.
- Minimal outstanding administrative items or missing documentation.
This position is not responsible for:
- Preparing or approving financial statements.
- Performing complex accounting reconciliations independently.
- Making accounting judgments.
- Providing financial analysis requiring professional accounting expertise.
- Making decisions regarding employee discipline or termination.
- Providing employment-law or specialized HR advice.
- Making payroll, accounting, or HR policy decisions outside established procedures.
These responsibilities remain with management and the property's external accounting and HR professionals.
