A Day in YOUR Life as Accounting and Administration Coordinator
Every person that enters a hotel should be greeted and feel like a guest! This is YOU on your first day of work and every work day after that. You walk in with a smile, say hello to passing guests and acknowledge your colleagues perhaps with a smile, nod or salutation. You already have a feel for how your day is going to unfold based on the flow and noise level in the lobby and you aren’t even working yet!
You will be preparing to see how you will tackle the days accounting and administration tasks. You always keep in mind and balance the requirements you have to meet for head office and the local team, YOUR role is incredibly important.
As the day begins, you quickly catch up on emails and voicemails to ensure you are quick to respond to any urgent requests. You look at your calendar and confirm how many meetings are scheduled for the day, both internally and externally. You pick up reports that were created and left for you from the Night Audit team. You start your day by ensuring all transactions from the previous day were balanced and all cash was handled properly. You balance and ensure control of the main safe and petty cash, and review the additional tasks you need to tackle with regards to administration and accounting requirements for the hotel.
Throughout the day, you will be in constant communications with the General Manager, head office and as needed with additional department leaders from the front desk, housekeeping, maintenance, and food & beverage. You will become an expert in the multiple systems we use for managing administration and accounting for the building. This includes the property management system, the purchase order program, accounting program, human resources program, being an expert on excel and others as required. You are organized and pride yourself on the ability to prioritize to meet deadlines especially around the collections of accounts receivable, supporting the head office accounting team to ensure they are able to process payroll in a timely manner and month end reporting. You are comfortable making calls to our clients and employees when necessary and as a member of a team in the hospitality industry you communicate with genuine care and sincerity at all times. When walking through the hotel to communicate with other departments or fill the ATM to engage with guests and employees in a friendly manner.
You take pride in your job and the hotel. You look for things that need to be corrected and communicate those opportunities through appropriate channels. By the time you leave, you are more than satisfied that our guests and employees are all taken care of and ready to have the best stay and/or day possible.
Who you are and why is this important…
- Enthusiastic, Attentive and Approachable
o. Ensuring our guests and team mates feel comfortable.
- Organized & Communicative
p. Clear, concise communication between team members and guests alike creates a smooth operation.
q. Personal interactions, phones, emails and on-going projects are always in play.
What happens behind the scenes of all those interactions…
- You follow company policies such as assisting with responding to inquiries and any other requirements for the processes as outlined by your department leaders;
- Manage accounts receivable, daily, monthly and annual reporting, cash handling, banking, processing purchase orders and invoices, and other duties;
- Build and strengthen relationships with existing and new customers and vendors to enable strong business relationships;
- Maintain a calm and welcoming demeanor while multitasking to handle guest and employee interactions at the same time as in coming calls and daily tasks;
- Follow all company and brand standards to manage the property, services and our people.
What are we looking for…
- Minimum of 1 year accounting and/or admin experience
- Some experience in guest/customer service.
- Experience using Windows based software such as MS Excel.
- The understanding that SERVICE is the key to any successful business.
