Assistant Director of Finance

Overview

The Assistant Director of Finance is essential in managing the hotel's financial operations, ensuring all financial procedures align with the hotel's commitment to excellent guest service and profitability. This leadership role reports to the Director of Finance and supervises key areas such as Accounts Receivable, Credit, cash audits, and Night Audit functions. The position requires management-level dedication, including working hours as necessary to fulfill job duties.

Key Responsibilities

• Ensure consistent attendance as per company scheduling requirements.
• Maintain professional appearance adhering to company dress code and brand standards, including wearing the name tag during work.
• Engage with guests and colleagues in a courteous, friendly, and service-focused manner at all times.
• Comply with company policies and regulations to promote safe and efficient hotel operations.
• Understand the organizational structure and respective department functions within the company.
• Supervise the General Cashier, overseeing daily reconciliation of Rooms, Food, Beverage, and House deposits.
• Manage and maintain the Over/Short log and controls for all hotel cashier banks.
• Oversee the Accounts Receivable processes including accurate daily posting of city ledger payments and enforcing trace systems for AR collections.
• Review bank deposits, "Due Backs," and change orders ensuring adherence to company standards.
• Administer daily billing of accounts receivables and manage Hotel Credit Policy with thorough knowledge of receivables.
• Conduct weekly credit meetings with accounting teams and monthly meetings with the General Manager.
• Maintain records of approved direct billing accounts and process returned checks and credit card chargebacks per standards.
• Perform monthly Accounts Receivable balancing and manage Special Operating and Petty Cash accounts per company policy.
• Voucher A&G and PT & EB invoices following Purchase Order and Checkbook Accounting procedures.
• Submit all hotel invoices weekly to Corporate Accounts Payable.
• Carry out daily Income Audit using checklists to ensure accuracy of Income and Flash Reports; ensure timely and correct submission of Daily Income Journal to corporate.
• Reconcile credit card transactions and cash daily.
• Prepare and submit Corporate Flash Reports according to the monthly Central Accounting calendar.
• Complete monthly checklist and submit month-end packages per Central Accounting calendar.
• Supervise Front Office and Night Audit agents ensuring proper accounting procedures; train Night Audit staff in their accounting responsibilities.
• Process bi-weekly payroll and prepare transmissions; handle new hire paperwork and changes promptly for payroll processing.
• Produce weekly productivity reports every Tuesday and calculate worked hours for payroll compilation.
• Ensure associates maintain attentive, courteous, and helpful behaviors towards guests, fellow staff, and management.
• Apply state and local labor laws relating to payroll, wage and hour regulations, and taxes.
• Record and track associate benefit requests and usage including vacation, sick leave, and employee benefit rooms.
• Manage records storage in line with company requirements.
• Foster professional relationships and maintain open communication with management, employees, and departments.
• Be knowledgeable of company Standard Operating Procedures in Accounting, Human Resources, Loss Prevention, hospitality terminology, and share awareness with other managers.
• Attend weekly staff meetings, delivering training on a rotational basis using company-approved training methods.
• Participate in Manager on Duty (MOD) coverage as scheduled.
• Maintain confidentiality of sensitive information appropriately.
• Conduct random house bank audits at least monthly and assist inventory counts of food, beverage, and guest supplies.
• Support Director of Finance and General Manager with general ledger and financial statement reviews alongside department heads.
• Mentor Night Audit staff for potential promotion within the hotel or company.
• Perform additional tasks as assigned by the Director of Finance and General Manager.