Staff Accountant
Basic Function: To assure accurate processing of all hotel accounting transactions for daily preparation of revenue report, verifying daily bank deposit, auditing all revenue and tax transactions, and coordination/supervision of Accounts Receivable functions. Ensure compliance with all Finance policies.
Leadership Responsibilities:
Constantly and consistently exhibit Ocean House core values and standards of behavior including adherence to the Forbes 5-Star standards.
May be asked to function in the absence of senior management to interact with other management personnel and associates in order to oversee the accounting of the hotel.
Manage all receivable functions for the hotel
Core Competencies:
Communicate in a clear, friendly, professional and proactive manner.
Ability to work under pressure while maintaining perspective.
Be creative, flexible and able to drive/guide change.
Ability to multi-task, follow through and meet deadlines.
Ability to work in a fast paced, customer focused environment.
Strong people skills.
Duties:
Master Billing
Participate in catering and sales pre-con meetings, as appropriate, to ensure that sufficient data is captured in the proper manner to facilitate customer master billing in accordance with customer contract in a timely manner.
Verify that transactions comply with financial policies and procedures.
Prepare preliminary bills for required advanced deposits as required by Ocean House policy and in accordance with customer contracts.
Liaise with customers to secure advanced deposits and, if to be paid by credit card, appropriately signed credit card authorization forms.
Collect and post required advanced deposit amounts in the system prior to the event being held.
Set up required house accounts to facilitate group posting in the guest ledger.
Notify appropriate departments of group participant charge privileges (all charges to master, room and tax only, etc.)
Gather supporting documentation after each group’s event concludes, including signed catering checks and room folios, necessary to prepare master bills.
Calculate and review with catering and sales appropriate cancellation and attrition revenues in accordance with each group’s contract and Ocean House policies and procedures.
Review charges included in the house account master for compliance with customer contracts.
Transfer necessary charges to individual folios and collect amounts due using the credit card on file.
Prepare group master bill and review with appropriate catering manager prior to sending it to client.
Summarize receivables by maintaining guest and city ledger sub-ledgers within Maestro; coordinating transfer to from the guest ledger to city ledger once groups have checked out; verifying totals; preparing report.
Follow up on outstanding bills with customers, as appropriate, to facilitate timely collections of amounts due.
If paid by credit card, secure appropriately signed credit card authorization forms and process credit card payments.
Posts customer payments in Maestro by recording cash, checks, and credit card transactions.
Posts revenues by verifying and entering transactions from local deposits.
Verifies validity of account discrepancies by obtaining and investigating information from sales, catering, and from customers;
Resolves valid or authorized deductions by entering adjusting entries.
Resolves invalid or unauthorized deductions by following pending deductions procedures.
Resolves collections by examining customer payment plans, payment history, credit arrangements; coordinating contact with customers and acting as the collections department.
Updates guest ledger and city ledger receivables by totaling unpaid invoices.
Reviews detailed, aged sub-ledgers for guest and city ledgers and reconciles them to the general ledger on a monthly basis, investigating and rectifying any discrepancies and preparing necessary journal entries to record adjustments, as required.
Review aged sub-ledger on a monthly basis noting accounts and recommend accounts to provide for in reserve for doubtful accounts to the Director of Finance.
Adjust Ocean House internal house accounts to appropriate profit and loss accounts on a monthly basis by preparing and booking journal entries ,as necessary.
General Cashier
Maintain custody of cash and negotiable instruments on hand in the safe at all times.
Collect deposits from drop safe on a daily basis
Open each envelope, count cash and checks dropped, compare with amount noted on Silverware chit, follow up on any discrepancies and make necessary adjustments.
Obtain check deposit log and check copies from Executive Assistant to the Managing Director
Post entries into Silverware as required.
Prepare daily deposit and assess level of “clean money” in safe to make change.
Coordinate collection of daily deposits from safe and delivery of “clean money” by Washington Trust courier for deposit into/withdrawal from Washington Trust Petty Cash account.
Perform monthly, month-end counts of the safe, document counts, review with Director of Finance and, if necessary, prepare general ledger journal entries for posting.
Provide “change” to various hotel personnel who have individual cash banks as necessary.
Perform monthly, surprise, rolling audits of 25% of outstanding banks. Note discrepancies, notify appropriate manager and Director of Finance. Obtain copy of Manager’s write up of employee for any shortage > $15.
Credit Card Accounting
Log credit card processing submissions, by credit card type noted in the “Daily” from Night Audit into master credit card spreadsheet.
Monitor credit card related activity in the Washington Trust account.
Agree submissions to remittances to the Washington Trust Depository Account on a daily basis, investigate and clear any discrepancies, and prepare any journal entries for necessary adjustments.
Liaise with customers on credit card charge inquiries and resolve all issues with customers including facilitating adjustments necessary via Shift 4 and in Maestro.
Receive all correspondence for charge backs and provide institution initiating charge back with any and all necessary documentation to support Ocean House’s initial submission. Maintain log of all charge back inquiries, actions taken, documentation deficiencies (no signature, no authorization on file, etc.), party/department responsible, and disposition of charge back. Follow up with financial institutions as required to minimize charge backs and maximize Ocean House collections. Review with Director of Finance on a monthly basis.
General
Prioritize, process and follow-up on rush items.
Maintain files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices
Analyze information and options by developing spreadsheet reports; verifying information.
Responsible for the accurate and timely recording and reconcilement of various general ledger accounts, including the analytical review of corresponding expenses, including:
All accounts receivable accounts including guest, city and condo ledgers;
Advanced Deposits;
Rental Program statements
Reserve for Bad Debt
Sales Alliance
Other accounts, as required.
Perform customer analysis, income review and analysis, and support of corporate sales and catering functions.
Prepare accurate and timely monthly and quarterly financial reports including various reports for the monthly statistical report
Perform various monthly closing responsibilities
Provide support for various departments as necessary (i.e., creating and running reports, research, adjusting entries etc.)
Responsible for the accurate and timely keying and uploading of journal entries.
Assist in special projects, as necessary.
Cross train on other department duties.
Answer accounting and financial questions by researching and interpreting data.
Protect organization's value by keeping information confidential.
Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
Perform back up for key activities of staff accountant.
Accomplish accounting and organization mission by completing related results as needed.
Skills/Qualifications:
The requirements listed below are representative of the knowledge, skill, and/or ability required:
Minimally requires successful completion of 4 year Bachelor's degree, or equivalent, with a major in business administration or accounting.
3-4 years accounts receivable or general accounting experience.
Hospitality industry experience preferred.
Knowledge of Maestro or similar property management accounting software a plus
Knowledge of DataPlus or similar general ledger accounting software a plus
Ability to prioritize and to multi-task in a fast-paced environment.
Must have strong work ethic
Ability to handle confidential information in a discreet, professional manner.
Requires strong attention to detail (accuracy is imperative ) along with ability to meet strict deadlines to ensure accurate and timely completion of month end closing
Must be well organized and a self-starter
Must be able to follow standard filing procedures
Detail oriented, professional attitude, reliable
Proficient in 10-key by touch
Ability to type 60-65 wpm
Ability to meet deadlines
Excellent communication skills
Excellent interpersonal skills in order to become a resource to vendors and employees. This includes problem resolution and training of in-house processors.
Excellent organizational and time management skills
Requires the knowledge of and the proficiency in the use of Microsoft Office (Word, Excel and PowerPoint) and Microsoft Outlook.
Requires strong teamwork, communication skills (written and oral) and flexibility to accomplish goals and department deadlines
Internal Relationships:
Reports to the Controller. The Staff Accountant works closely with the finance assistant, resort management, human resource and sales management.
External Relationships:
Has regular contact with the resort’s guests and member, travel agencies, and outside vendors. Maintains appropriate relationships with these and other constituencies in order to enhance the image of the Company and the attainment of its objectives.
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