Accounting Manager

Position Overview:

Responsible for keeping records of all accounts.  Perform various bookkeeping, accounting, and banking duties; such as recording and reconciling sales receipts, making deposits, and maintaining tils, and backup cash banks. Perform other various functions such as; payroll, receivables, payables and human resource functions.  To uphold our company standards and mission. 

Essential Functions:

• Responsible for tracking, recording and processing of:
  • Payroll
  • Personnel files
  • Cash and credit receipts
  • Payables and receivables
• Serve as the in-house Human Resources Manager.
• Participate in all required and requested hotel department meetings, as per General Manager.

Leadership Functions:

Create and maintain a positive work environment through team building and serve as a role model for staff in terms of: 

• Professionalism     
• Attitude   
• Respect
• Communication
• Appearance
• Conduct
• Cooperation
• Trust

Uphold and abide by the policies in the Associate Handbook, for your position. Follow these policies, rules and regulations for the safe and effective overall operation. Teach and enforce all existing and new policies and procedures. Must have commitment to company values.  

Maintain a hands-on, positive and inspirational coaching approach while working with and supporting your supervisors and associates. Be a good role model and actively seek coaching opportunities to help maintain a positive work environment. Maintain this environment through team building. Be proactive to assure your property has a “harassment free” work environment.  Report harassing behavior immediately.

Maintain a positive approach to working with associates to include coaching. Offer praise for those times when someone is doing the right thing and immediately correct when improvement is necessary

Maintain a 45 to 50-hour average annual workweek. Work schedule prescribed by the Hotel General Manager.  

As the leader of the Accounting Department, your presence and behavior in the office assisting and helping is essential to our overall team’s success.  Lead with integrity and model the right behavior for the team.

Professionally represent the hotel and property when interacting with guests from the community and industry organizations.

Directly supervise the duties of an office assistant.

Administrative and Management Responsibilities:

Responsible for some duties of secretarial nature.  This includes, but is not limited to; typing of general correspondence and reports, answering the phone, filing, and ordering office supplies for the accounting department. 

Responsible for all incoming and outgoing mail including COD packages. 

Keep General Manager promptly and fully informed of all problems, or unusual matters of significance. This is done by bringing these details to the General Manager’s attention so prompt corrective action can be taken when appropriate. 

 Assist in the supervision of the front desk where necessary.  Work closely with the Front Desk Supervisor making sure the necessary standards are being kept.  Inform the Front Desk Supervisor and/or desk clerks of necessary changes in operation. Assist at front desk for busy check-ins, conventions, large groups, etc. 

Plan for and actively participate in the weekly hotel staff department meeting. Attend and actively participate in management meetings as directed by General Manager.

Organize, prepare for, present and hold yourself and your team accountable your teams’ projects and goals for the property. Follow up properly. Attend and participate in monthly one-on-one meetings with the General Manager. Review goals/projects with management and follow through with assigned tasks. 

Accounting Responsibilities:      

Balance the night audit. Help to reconcile sales to sales receipts.

Reconcile all charge receipts and responsible to balance daily sales report.

Enter prior day’s sales and receipts into Great Plains accounting system.

Prepare bank deposits and change orders on a daily basis.  Prepare over and short log. 

Participate, with General Manager, in house bank counts. Process final preparation of banks and tills for outlets.

Approve and review all guest accounts for credit and billing.  

Set up, and maintain files on all accounts receivable, trade outs, credit card charge backs, and forms.  

Review all bills exceeding $100.00, reported by Front Desk Supervisor, and take necessary action for collection, etc. 

Responsible for the maintenance of all credit policies, check cashing, etc. 

Maintain a check on the front desk to ensure that they are following the established credit policies and procedures of the property.

Responsible for monthly accounts receivable aging. Process billing for accounts, bi-monthly or monthly, as account may dictate.

Responsible for the issuing of no-charge list for food customers, bad checks, bad customers or companies. 

Monitor bad check returns and collections. 

Responsible for the accurate charging and crediting to the various property accounts. Transfer all accounts and credit cards to the city ledger, and its balancing. Responsible for posting on all accounts. 

Responsible for necessary information in regard to overdue accounts and updates General Manager to take action as needed.

Write all checks issued by the office and prepare them for signature. Control and balance the manager checkbook.

Responsible for a variety of bookkeeping duties. Prepare various daily reports such as; daily labor and sales reports, food and beverage, tips, etc. 

Receive all invoices, match invoices with purchase orders, receiving slips, or obtain department head’s signature in lieu of purchase order or receiving slip.  Verify extensions, and additions of all invoices. 

Balance suppliers’ monthly statements to the property’s accounts payable records. 

Prepare accounts payable for coding and totaling for month end.  Maintain files for accounts payable records throughout the month. 

Responsible for all travel agent commissions, on a regular basis. 

HR Responsibilities

Confirm all new hire paperwork is completed accurately, by each department, and submitted before the start of the new pay period. Set up a file and payroll record for each new hire. Work with each department manager to guarantee the paperwork gets completed.

Ensure completeness and accuracy of associate benefit files, and coordinates with Corporate Office. 

Verify accuracy of all personnel records making sure all associate files are kept up to date including; transfers, pay increases, vacation days, etc. 

Make certain of the accuracy, timeliness and submission of payroll records to Corporate Office for processing. 

Must be knowledgeable of and continuously practice company safety policy and procedures. Follow all OSHA and hotel safety policies and procedures.  

Assist the General Manager, as directed, to maintain a proactive Worker’s Compensation program.  This will help to insure the safety and well-being of our employees. In the event an employee is injured, verify a First Report of Injury form is completed by each applicable department manager, within 24 hours of the incident. 

Coordinate any general liability claims handling with the Corporate Office claims manager. 

Follow all state and federal labor and employment laws. Do not hire anyone, under the age of sixteen, to work on our property. (see General Manager for any state specific exemption)

All other duties as assigned.

Qualification Standards:

The individual must possess the job knowledge, skills and abilities, as well as be able to explain and demonstrate that he or she can perform the essential functions of the job. This being with or without reasonable accommodation, using a combination of knowledge, skills and abilities.

Education: High School Diploma or GED.  

Some college preferred.

Experience: Front desk experience required.  

Supervisory experience required.  

Accounting/bookkeeping experience required.

Licenses or Certificates: State requirements

Specific job knowledge, skills and abilities:

• Communicate effectively with staff and guests, verbally and in writing. This being done with a strong understanding of the English language.
• Possess and demonstrate supervisory and training skills. 
• Operate computer and navigate property management system. Understand and analyze data utilizing spreadsheets and word processing.
• Strong attention to detail and critical thinking skills.
• Possess and demonstrate organizational and planning skills. 
• Ability to organize, perform and prioritize work.  Ability to meet deadlines, and ensure thorough and accurate completion of assignments.
• Act independently with minimal or no supervision.
• Thorough knowledge of federal, state and local laws governing equal employment opportunity and civil rights, occupational safety and health, wage and hour issues, labor relations, and corporate and property-specific policies.

Physical Requirements:

• Most work performed indoors.  Temperature is moderately warm.
• Sit or possibly stand for long periods of time.
• Requires bending down and picking up supplies.  
• Climb steps in hotels that do not provide elevators.  
• Lift 30 lbs. occasionally.

Appearance Guidelines: 

Business casual attire is required. See manager dress and appearance guidelines. Also, one must maintain a neat, clean and well-groomed appearance.