Hospitality Administrator

POSITION SUMMARY

The Hospitality Administrator serves as the central administrative and financial support role for the Hospitality Department. This position is responsible for preparing department payroll for processing, financial reporting, inventory tracking (including alcohol), and invoice management, all in support of increasing revenues and upholding the image of the Performing Arts Center Authority (PACA) as a premier performing arts center. This role ensures accuracy, compliance, and operational efficiency while supporting profitability and cost control across the department.

ESSENTIAL FUNCTIONS

• Provide proactive support and data reporting to the Director of Hospitality with the utmost accuracy, professionalism, and integrity in order to maintain the necessary high standards desired by PACA.
• Responsible for all aspects of the Hospitality Department's administrative needs including recommended process change as needed.
• Oversee the product request form for internal use and work with the Concessions Manager to ensure the accuracy of item descriptions and pricing. 
• Work with each Hospitality manager to collect data for accurate financial reporting. 
• Review and submit  bi-weekly payroll timesheets and related tips and incentive reports for the Hospitality Department with accuracy and timeliness.
• Audit department timecards and resolve discrepancies time, labor allocations, venues and departments in collaboration with department managers.
• Maintain and reconcile alcohol and product inventory, including counts and cost tracking.
• Investigate inventory discrepancies and support cost control initiatives.
• Process all Hospitality invoices and ensure proper coding and approvals.
• Maintain organized records of invoices, vendors, and financial documentation.
• Provide administrative support to the Director of Hospitality.
• Maintain department records, reports, and internal documentation.
• Assist with scheduling support as needed.
• Ensure compliance with PACA policies and procedures.
• Identify and implement process improvements to increase efficiency and accuracy.
• Collaborate with Finance and other departments to support financial operations.
• Complete additional responsibilities as assigned.

CORE COMPETENCIES

• Customer Focus- Understand the needs of the customer (internal & external) and act accordingly to create an exceptional experience.
• Teamwork- Work as a collaborative member of a group contributing to the overall mission, strategies and goals.
• Accountability- Take ownership for deliverables and actions and contribute value to the organization.  Accept responsibility for actions and outcomes.

KNOWLEDGE AND ABILITIES

• Ability to maintain a physical presence at designated work location, maintain regular attendance and punctuality and work a flexible schedule including nights, weekends, and holidays is required.
• Able to communicate effectively in English, both in writing and verbally. 
• Able to interact with clients and potential clients in a polite and courteous manner at all times.
• Able to multitask, set priorities, shift priorities, and adapt to changes in situations.
• Able to understand the organization's administrative principles, practices, and procedures.
• Able to fully complete all assignments independently in a timely manner.
• Able to maintain accurate and user-friendly client files and documentation on all communications per established procedures.
• Skilled in Windows based programs, including but not limited to Word, Outlook, Excel, and PowerPoint.
• Able to handle money to accurately collect payment for events and process with the Finance Department.
• Knowledge of payroll systems, inventory systems, and basic accounting principles.
• Ability to analyze data and identify discrepancies.
• Ability to maintain confidentiality with sensitive information.

SUPERVISORY RESPONSIBILITIES

• n/a

DESIRED EDUCATION AND EXPERIENCE

• AA or Higher: Business/Hospitality/Finance/or any equivalent combination of training and experience.
• Experience in payroll, inventory management, or financial administration.
• Experience with financial reporting and P&L statements preferred.