Administration and Compliance Senior Associate

Senior Associate

Primary Responsibilities:  Manages all aspects of J-sox administrative and compliance matters. Area includes Contracts, J-SOX (including but not limited to, Process Level Control (PLC), Entity Level Controls (ELC), Financial Statements Closing Process (FSCP), Information Technology General Controls (ITGC) Policies and its Compliance. 

Also responsible for the management of the internal audit department and conducting timely audits for management to assess the effectiveness of controls, accuracy of financial records and efficiency of operations.

Essential Duties:

1. Works closely with managers at PRH and LLCs to ensure compliance with policies and procedures in key areas of responsibility as noted above.
2. Assess risks, develop and monitor control processes ensuring JSOX compliance.
3. Monitor strategies to remedy JSOX deficiencies and reports on status.
4. Develop contacts and keep in close communication with LLC process owners.
5. Communicate and keep business partners informed of key issues.
6. Incorporate innovation into controls design including, but not limited to, expanded use of analytics, continuous auditing, enhanced workflow for compliance programs, communications and training.
7. Review, and as necessary, update affiliate department policies, procedures and records.
8. Assist LLC process owners and other stakeholders with production and implementation of policies and procedures as necessary.
9. Interview employees and review transactional data and other evidence required to ensure transactions are accurate and in compliance with policies, procedures and applicable laws and regulations.
10. Review records pertaining to material assets, such as equipment and buildings.
11. Analyze data obtained for evidence of deficiencies of controls, duplication of work, extravagance, fraud, or lack of compliance with laws, regulations and/or policies and procedures.
12. Provide reports of findings in accordance with prescribed format and timelines.
13. Provide suggestions and support for remediation of findings.
14. Communicate with departments, set deadlines and develop plans for remediation and follow up accordingly on a regular basis.
15. Develop contacts and maintain regular communication with counterparts in Japan in related areas. Communicates and keeps Finance team members informed of key issues.
16. Manage the SAA approval process. Reviews processes and recommend updates as necessary. Monitors SAA process approvals and intervenes as necessary to keep approval process flowing. Communicate with relevant parties. Ensures approved SAAs are posted and recorded.
17. Review and manage various contracts for the company and maintain contracts ledger.
18. Assist with the annual renewal of insurance policies and related applications.
19. Assist with the annual external audit and liaise with external audit team.
20. Support Finance team with other tasks assigned.

Other Duties:

• Perform other related duties as assigned or required
• Attend regular department meetings
• Attend other meetings

Mental and Physical Demands:

• Must be able to work under pressure and deal with situations which may be deemed stressful during busy periods.
• Must be able to work indoors and outdoors with occasional exposure to hot/cold/humid/rainy conditions.
• Must be able to multitask, prioritize and organize workload in a face-paced environment to ensure deadlines are met.
• Must be able to stand, walk and/or sit continuously to perform the essential job functions for the full duration of the shift.
• Must be able to push, lift and carry 25 pounds.

Work Hours:

• Must be able to work flexible schedule to meet goals
• Must be able to work weekends if project demands require
• Must be able to work in excess of 45 hours per week
• Must be able to travel for business, training, or attend meetings as required.

Equipment Use:

• Ability to demonstrate proficiency in software including but not limited to Microsoft Word, Microsoft Excel, Opera, M3, Birchstreet and Dayforce. 
• Ability to use various office equipment including but not limited to telephone, calculators, photocopiers and facsimile machines

Communication Demands:

• Must be able to effectively communicate in English in person, over the phone, in writing to guests, ambassadors, clients and vendors promptly and professionally. Must be able to speak, read and write proficiently in the English language.
• Must be able to effectively deal with internal and external customers, some require high levels of patience, tact and diplomacy to defuse anger and collect information.
• Must be able to exercise judgement, supervise the work performance of others and develop subordinates to enhance advancement in the Hotel.