General Information
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Job Description
The Assistant Controller is responsible for ensuring
that the financial controls, books, records and
reporting of the hotel are accurate, current and in
compliance. The Assistant Controller will lead and
direct the work of the Payroll Administrator, The Club
Auditor, the Staff Accountant and the Accounting Clerk.
COMPETENCIES:
Reports to the Director of Financial or to the Managing
Director in the Director of Finance absence.
Makes recommendations and suggestions of improvements
and cost savings to the Director of Finance and Managing
Director.
Responsible for the appointment, training, coaching and
termination of accounting staff.
Responsible for the assignment of duties within the
accounting staff and fully assumes these duties during
staff?s absences.
Completes any other duties assigned by the Director of
Finance, Managing Director or Vice President Finance.
MINIMUM REQUIREMENTS:
Whenever presence is required. An adaptation of working
hours may be required to produce the month end
statements or other tasks within the prescribed
deadlines.
Working hours: The Assistant Controller is expected to
be on duty during normal working hours. However during
month end closing, audits, budget and other times the
Assistant Controller may be required to work longer
hours and weekends as needed.
Language: The Assistant Controller is required to speak
English.
Education/Experience:
Experience in a luxury property with stand alone
accounting a plus. B.S. in Hotel Administration and/or
Business Administration/Accounting. Experience should
include prior tenure in managing a full charge
accounting office, preferably in hotel and restaurant
operations. Must understand a monthly
Financial reporting cycle and be able to administer its
activities. Must be technically proficient in all
relevant accounting disciplines related to the
industries mentioned. Knowledge of hotel accounting
and other systems (i.e. Opera, Micros, Jonas etc) and
general business systems (i.e. Lotus Notes, Oracle
Enterprise, Word). Must be proficient in Microsoft
Excel)
Ability to create business relationships with all
departments in the hotel, corporate and owners. Ability
to promote effective internal controls and financial
advisory conduct. Must possess a high degree of
professional integrity, and be able to work safely,
effectively and efficiently with hourly and managerial
staff. Must be able to plan, execute, and objectively
evaluate results. Must have
Skills in database, spreadsheet or other accounting
applications. Organizational skills are required. 2+
years as a Staff Accountant/Senior Accounting Manager in
a full service environment. Able to follow directions
timely and effectively. Must be able to hire/fire,
train, and motivate accounting staff.
FINANCIAL COMPETENCIES/DUTIES:
DAILY
Ensure timely and accurate completion of Daily Sales,
Labor, Complimentary Guest Checks and Cashier Over/Short
reports. Ensures the reports are published to
operational departments daily. Review all revenue
adjustments, paid out vouchers and F&B complimentary
guest checks. Check for reasonableness and proper
authorization. Respond to communications on a daily
basis. Reviews and approves all non-F&B invoices for
payment. Verify compliance to purchasing, receiving,
contractual terms, G/L coding account distribution,
payment discount terms, and accommodation tax payment
liability. Identifies any material discrepancies and
advice Controller prior to posting for payment. On an
ongoing basis, tracks the source of discrepancies,
particularly for operating department?s compliance to
purchasing and receiving policies.
Ensures the daily review and edit of travel agent
commissionable room nights, from the property Management
System is being performed.
Ensures the prompt response and problem resolution of
any/all guest requests. Where appropriate, advises the
Controller of issues in order that he/she may assist in
the immediate resolution and apprises the operating
departments of common requests, particularly those of a
repetitive nature.
Ensures timely and accurate deposits of all cash, check
and credit card receipts.
Reviews and approves all petty cash purchases. Verifies
accuracy of charges and completeness of proper approval
and receipt. Assigns appropriate general ledger coding
for payment.
WEEKLY, BI-WEEKLY
Schedules and monitors hours worked for Accounting
employees. Verifies any/all overtime is both justified
and approved. Monitors staff absences and tardiness.
Administers Disciplinary action as warranted. Ensures
the labor distribution is updated on a biweekly basis
and the Daily Labor report is reconciled to the actual
results.
Ensures timely and accurate processing of bi-weekly
payrolls and that all employee paychecks are distributed
on a timely basis.
Ensures all employee bank loan payments are remitted to
appropriate authorities on the required basis.
MONTHLY
Supervises the month-end financial closings. Assigns and
enforces deadlines for all stages Of the closing
process. Ensures journal entries are accurately prepared
and posted to the general ledger system.
Ensures physical inventories are scheduled and taken for
beverage, Spa, and Golf Shop. Participates in at least
one of each physical inventory annually, reviewing
procedures for compliance. Verifies net change entries
are balanced to receipts and issues, and perpetual
inventory system detail is accurately stated.
Ensures A/P is closed and balanced by the 2nd,ensures
month-end revenue statistics are compiled by the 2nd of
the month.
Audits/approves all balance sheet and P&L general ledger
detail by the 5th of the month to the Controller and to
the Division Heads for review/approval by the 7th of the
month.
Updates Capital Expenditure Report monthly. Submits
Ensures all statutory tax reporting required to be filed
on a monthly basis is completed in a timely, meeting
payment deadlines to avoid any penalties. This includes
Accommodation Taxes, and Sales and use taxes.
Prepares and/or reviews/approves all balance sheet
account analysis and bank reconciliations complete with
supporting back-up. Clears any reconciling items before
the following month-end.
By the 3th day following month-end day, all preliminary
statements and G/L reports are to be finalized and
distributed, the final month-end packages must be
received by Corporate by the 7th day.
ANNUALLY
Assists with preparation of the annual budget plans, as
directed by the Controller.
Ensures all year-end statutory tax-filing requirements
are met as required, usually during January.
Ensures all year-end front and back office closing
procedures are followed per the PMS Software company
user guidelines.
Assist with all Internal and External audits directed by
the Controller.
Prepares annual performance review evaluations of
salaried/exempt employees who report to the Assistant
Controller. Identifies employee strengths/weaknesses,
with respect to promotions and/or pay increases.
OTHER TIMING CYCLES
Audits the vacation accrual. Reports any accruals in
excess of allowance guidelines.
Reviews adequacy of bad debt provision and adjusts
accordingly.
Covers basic responsibilities of the Controller during
vacations and other absences. Acts as backup approval
authority function for check signing, purchase order
approval, payroll, manages hourly employees. Hires,
trains, administers performance evaluations, recommends
pay rates, motivates and disciplines staff as warranted.
Attends/participates in all meetings scheduled as
required.
Assists Controller in maintaining compliance to
budgetary guidelines and policy/procedural requirements
as set forth by the company. Ensures all areas of
operation are familiar with these guidelines and
monitors compliance.
Manages any statutory taxing authority audits and
critiques the results. Challenges inaccuracies presented
on any audit findings.
Assists in developing and implementing internally issued
policies/procedures affecting impr
Job Requirements
[See job description]
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