Job Overview:
The Resort Administrative Assistant will perform administrative tasks and services to support effective and efficient operations of the Resort’s Accounting & Human Resource departments.
Standard Specifications:
Requirements are representative of minimum levels of knowledge, skills, and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees, or guests.
Qualifications:
Essential:
1. Minimum of 1-3 years of experience in key accounting position (payroll, A/P, A/R, Audit) with advanced accounting skills; preferably in hospitality industry.
2. Ability to accurately compute mathematical calculations with solid understanding of basic accounting principles
3. Aptitude and proven proficiency in using accounting computer-based software for reporting.
4. Proficient knowledge of Excel spreadsheet software and the preparation and formulation of spreadsheets.
5. Experience with vendor contact/vendor relations
6. Proficiency in reading and legible writing in the English language
7. High School Diploma or GED, required.
Desirable:
1. Proficient in Excel
2. Previous experience in a similar accounting position preferably in the hotel industry
3. Proficient with or the ability to quickly learn the accounting and payroll software.
4. AA degree or Accounting Certification from AH&LA (American Hotel & Lodging Association).
Skills:
Essential:
1. Work without direct daily supervision
2. Enforce hotel’s accounting standards, policies, and procedures with all levels of hotel staff
3. Prioritize and organize work assignments
4. Maintain clean and accurate records
5. Maintain filing systems as outlined for bank deposits
6. Assist with copying, separation, and maintenance of purchasing records
7. Maintain various utility history/comparison spreadsheets as required
8. Ability to create spreadsheets for use recording records
9. Maintain basic service standards of phone etiquette
10. Excellent verbal and written communication skills.
11. Excellent interpersonal skills with the ability to support sensitive and confidential situations with tact, professionalism, and diplomacy.
12. Excellent organizational skills and attention to detail.
Desirable:
1. Intuitive ability to identify problem sources and resolutions
ACCOUNTING JOB RESPONSIBILITIES:
1. Responsible for daily review and reconciliation of all tickets posted for the entire hotel
2. Audits tickets from reports prepared by Night Auditor daily
3. Prepare tickets for daily work packets, utilizing both PMS RoomMaster and IQPOS reports that show a clear and accurate accounting of property-wide transactions making corrections as needed, following proper internal control procedures and documenting all changes with clearly auditable trails of transactions
4. Takes daily account of cash dropped, reconciles cash drops to reports, and prepares the daily cash deposits of both cash and checks received.
5. Responsible for making daily bank deposits and establishing a process that ensures proper change is available and made by each outlet in preparation of daily business within the operations, including cash bars.
6. Takes audit of all cash banks according to established corporate practices
7. Prepares petty cash check requests
8. Records restaurant tip and tip-outs daily in Tip Report spreadsheet, reconciling the daily tip reports through IQPOS and the Server’s Tip Report Slips to ensure accuracy and addresses any discrepancies
9. Participates in the F&B Audit process, spot-checking for accuracy
10. Assist in providing back up and reports related to food credits or comps;
11. Works with the Front Office Managers in ensuring timely responses on any charge disputes;
12. Bank deposits (Wells Fargo) 1-3 times per month based on demand. Petty cash receipts and reporting.
1. VISA Credit Card: Review all transactions to reconciled with monthly statement. Document on excel spread sheet for corresponding departments and expense detail. On average of about 150 transactions
2. Spa Accounting Support (Payroll & Gratuities): Review the daily POS tickets for treatment hours and gratuity. This needs to be posted in PROPEL on a daily basis
3. F&B Daily Restaurant Gratuity: Review all service tickets to determine all corresponding gratuities for servers, bussers, bartenders and hosts. Post on excel spreadsheet for gratuity consolidation for payroll
4. Banquet Gratuity: Review Banquet team support hours. Review the hours worked and the gratuity charged for the day. This is posted on an excel spreadsheet the payroll submission
5. Daily Work Package: Complete the daily work package with all COMP receipts (Front Desk, Spa, Rooms, & Restaurant). Bank deposit receipt – Housekeeping Report – Check Deposit.
6. Team Member timesheet processes: Print time sheets, attach to paychecks by department, collect signed timesheets and upload in DocLink.
HUMAN RESOURCES JOB RESPONSIBILITIES:
7. Provides clerical support to the human resource manager.
8. Ensures the monthly topics, standard of the week, and selected newsletters are updated and posted throughout the resort.
9. Ensure all team member state and federal training and certifications are up to date.
10. Maintains accurate and up-to-date human resource files, records, and documentation; Uploaded to HR/payroll file.
11. Serves as a witness and assists with documenting team member meetings and investigations.
12. Assists with job posting processes.
13. Screens applications, conducts telephone interviews and directs qualified candidates to the hiring manager.
14. Schedules and completes post-offer/pre-employment screening for selected candidates.
15. Assists and participates in local job fairs.
16. Conducts or assists with new hire orientation processes.
17. Maintains the integrity and confidentiality of human resource files and records.
18. Ensures compliance with federal, state, and local employment laws and regulations, and company policies.
ACCOUNTING & HUMAN RESOURCES JOB RESPONSIBILITIES:
· Performs other duties as assigned.
· Assists with special projects.
· Maintain guest and team member confidentiality.
Job Type: Full-time
Pay: $23.00 - $25.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Life insurance
- Referral program
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Evening shift
- Morning shift
- Weekends as needed
Work Location: In person