Studio F – DMC Operations & Finance Coordinator (Destination Management Company)

Company Description

At Fairmont, we want to bring out your highest potential. Shortly after applying, you will receive an email from our partner AssessFirst prompting you to create a profile and complete a questionnaire. This is a mandatory step for your candidacy to be considered as it enables us to explore your compatibility with this role and our culture of luxury excellence. If you are unable to complete a portion of the assessment due to a disability, you may select the disability opt-out option during the assessment. This option will not impact your assessment scoring or consideration for the role.

The Fairmont Scottsdale Princess is Arizona’s largest and longest running AAA Five Diamond hotel, and we want you to help us stay iconic. The Princess offers luxury and world class hospitality with 750 guestrooms, more than 300,000 square feet of meeting space, four award-winning restaurants, six sparkling heated pools, and a luxurious Well & Being Spa. Be a part of events like the WM Phoenix Open, Easter at the Princess, Summer at the Princess and Christmas at the Princess. The hotel features great benefits like PTO, matching retirement, travel discounts and more. This place really has it all – except for you!

What’s in it for you:

• Employee discounts at the Fairmont Scottsdale Princess, local companies and Accor worldwide for you and your family
• Free meals at our on-site employee restaurant
• Learning programs through our Academies designed to sharpen your skills
• Great Medical and Dental benefits, 401K, Direct Deposit etc.
• Career development opportunities within the Fairmont Scottsdale Princess in addition to national promotion opportunities. The sky is the limit!

Job Description

We are seeking a highly organized, detail-oriented Finance & Administrative Coordinator to support the financial and administrative operations of Studio F's Destination Management Company (DMC) division at the Fairmont Scottsdale Princess.

This position plays a key role in maintaining accurate financial records, entering contracts and program information, coordinating vendor payments, preparing final client billing, and completing month-end financial reports.

The ideal candidate is analytical, highly accurate, and comfortable working with financial data, accounting systems, and administrative processes in a fast-paced hospitality environment.

This position operates under the direction of the Resort DMC division while working closely with the Resort Finance Department to ensure accurate financial reporting, timely billing, and compliance with established resort accounting procedures.

Financial Data Entry & Contract Administration

• Accurately enter client contracts, group programs, and financial information into designated resort and departmental systems.
• Maintain organized and accurate records of contracts, program budgets, vendor expenses, and billing information.
• Review contracts and supporting documentation to ensure financial details, pricing, and payment terms are entered correctly.
• Monitor and update financial records throughout the program lifecycle.
• Maintain accurate digital files and documentation for financial tracking and reporting.

Client Billing & Financial Reconciliation

• Prepare and process final client billing following the completion of group programs and events.
• Review program expenses, vendor invoices, and contracted services to ensure all charges are accurately reflected in final billing.
• Work with Program Managers and Operations to identify outstanding charges, billing discrepancies, or missing documentation.
• Assist with reconciling program budgets against actual expenses and revenue.
• Coordinate with the Resort Finance Department to ensure timely and accurate invoicing, payment processing, and account reconciliation.
• Maintain accurate records of billing adjustments, credits, and outstanding balances.

Month-End Reporting & Financial Administration

• Prepare and assist with month-end financial reports, including revenue, expenses, outstanding invoices, and program profitability.
• Reconcile financial records and identify discrepancies requiring review or correction.
• Assist with tracking departmental revenue, expenses, and financial performance.
• Ensure all financial transactions and supporting documentation are accurately recorded prior to month-end closing.
• Collaborate with Resort Finance to meet accounting deadlines and reporting requirements.

Vendor Payments & Accounts Payable Coordination

• Assist with vendor setup, including collecting required documentation, payment information, and completed vendor forms.
• Prepare and track purchase orders, deposits, check requests, and vendor invoices.
• Review vendor invoices for accuracy and ensure charges align with contracted services.
• Coordinate with Resort Finance to facilitate timely vendor payments.
• Maintain accurate vendor payment records and assist with resolving invoice discrepancies.

Administrative & Operational Support

• Provide administrative support to the DMC Operations team, with an emphasis on financial accuracy and documentation.
• Maintain organized financial records, program files, and reporting systems.
• Communicate with Program Managers and Operations to obtain necessary billing information and supporting documentation.
• Assist with improving administrative processes, financial tracking procedures, and reporting efficiencies.
• Ensure financial information is handled confidentially and in accordance with resort policies and procedures.

Qualifications

• 2–4 years of experience in financial coordination, accounts payable/receivable, billing, or hospitality accounting.
• Previous experience working within a hotel, resort, hospitality, event management, or Destination Management Company environment.
• Familiarity with contract administration, group billing, and financial reconciliation.
• Experience preparing month-end financial reports and supporting accounting close procedures.
• Intermediate to advanced Excel skills, including formulas, spreadsheets, and financial tracking.
• Experience working with hotel or resort financial systems and accounting procedures.
• Understanding of departmental budgeting, expense tracking, and revenue reporting.
• Ability to identify financial discrepancies and proactively coordinate resolutions.

Additional Information

Your team and working environment:
A team of Heartists that are committed to working together, supporting each other, and providing the best guest experience, Feel Valued, Feel Sparked, We Are One

Our commitment to Diversity & Inclusion: 
We are an inclusive company and our ambition is to attract, recruit and promote diverse talent

Why work for Accor?
We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor’s limitless possibilities.

By joining Accor, every chapter of your story is yours to write and together we can imagine tomorrow's hospitality. Discover the life that awaits you at Accor, visit https://careers.accor.com/ 

Do what you love, care for the world, dare to challenge the status quo! #BELIMITLESS

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