Assistant Director of Finance

Role Summary: 

The Assistant Director of Finance assists in supervising and directing the financial activities of the hotel, safeguarding assets, and preparing all financial reports in accordance with Generally Accepted Accounting Principles. The Assistant Director of Finance provides consistent leadership in the financial area of the hotel and for the accounting department. This position is responsible for maintaining accurate and timely financial reporting, enforcing acceptable levels of internal control and ensuring compliance with all federal, state, and local regulations, including tax collection and remittance. This individual provides oversight, guidance and training to the accounting team while coordinating department deadlines and goals.

ESSENTIAL DUTIES AND KEY RESPONSIBILITIES:

All duties and responsibilities are to be performed in accordance with the National Hotel quality of service standards, and policies and procedures. Associates will be required to learn other functions in an effort to attain cross training skill sets that will help grow the overall knowledge of the Guest experience expectations.

As someone who has a passion for people, and enjoys a fast-paced environment, a core duty for all Associates is effectively multi-tasking, a quintessential factor to the success of their role.

• Reconcile all general ledger and Balance Sheet accounts with detailed support on a monthly basis to include bank statements, assets, liabilities, clear reconciling items on a monthly basis.
• Assist with monthly journal entries.
• Prepare monthly journal entries and coordinate the monthly closing process including all required journal entries, reconciliations and adjustment entries.

·        Monitor records of inventory to control accuracy of supply distribution.

• Monitor hotel revenues, expenses and statistics and ensure accurate recording to the general ledger.

·        Implement and/or adapt existing Standard Operating Procedures, and train and enforce SOPs in all operating departments with Director of Finance supervision.

• Maintain the Deposit and Cash and Credit Card Control worksheets ensuring that all deposits (cash, credit cards & city ledger) are processed and reconciled, and all other bank debits and credits are recorded.

·        Prepare and pay all city, county and state occupancy and sales and use taxes, meeting deadlines for reporting requirements.

·        Assign duties to accounting team and review work for accuracy and conformance to policies and procedures.

·        Supervise and ensure accuracy of the night audit and income audit reporting processes.

·        Supervise and participate as required with the Accounts Receivable process including timely collections.

·        Supervise the Accounts Payable process ensuring invoices are entered accurately and timely and paid on a timely basis; and all vendor tax forms and Certificates of Insurance are maintained current.

·        Supervise the General Cashier cash handling process ensuring cash handling controls and auditing of all cash banks are conducted.

·        Coordinate internal and external audit processes and participate under the direction of the Director of Finance.

·        Maintain daily interaction with Sales, Food & Beverage, Front Office, Reservations, and other Hotel departments, to ensure smooth flow of inter‐department information, and timely and accurate invoices received.

·        Assist Director of Finance in the budgeting and forecasting process

·        In the absence of the Director of Finance attend departmental meetings to keep appraised of operations and to provide outside input.

·        Completes other duties as assigned from time to time by the Director of Finance, Managing Director or Ownership.

·        Personnel responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

·        Maintain and safeguard all contracts, licenses, leases, and ensure compliance with their requirements; including maintaining and monitoring Prepaids and following up to ensure licenses and permits are renewed prior to expiration.

·        Conduct self in a professional manner at all times to reflect the high standards of the company and encourage and train staff to do the same.

·        Must maintain good relationships with all departments in the hotel, management and ownership to promote effective internal control, compliance with SOPs, and financial advisory role.

·        Must have the ability to identify and resolve problems in a timely manner; and to gather and analyze information skillfully.

·        Must have the ability to communicate timely and effectively by email, as well as written and spoken communications.

·        Must have thorough knowledge of all jobs in Accounting, Purchasing, Systems Management and Food and Beverage Control areas.

·        Manage special projects, research, and tasks as assigned from time to time by Director of Finance, Management or Ownership.

MINIMUM REQUIREMENTS & QUALIFICATIONS:

Minimum Hiring Requirements:

·         Any combination of education and experience equivalent to a bachelor’s degree (B.A.) in a related field.

·         Minimum 3 years of progressive management experience in a hotel or Hospitality Industry required.

·         Strong accounting skills with a focus on reconciliation of general ledger accounts.

·         Advanced working knowledge of Excel including financial modeling skills.

·         Experience in Opera, F&B POS, and Birch Street systems preferred.

·         Experience preferred with the preparation of Florida Sales and Use Tax, Miami Dade County Tourist Development Tax, and City of Miami Beach Resort Tax.

·         Strong organizational skills, as well as the ability to work independently while managing multiple concurrent tasks.

·         Ability to handle multiple priorities and meet deadlines.

·         Must have a high degree of professional integrity, and be able to work safely, effectively and efficiently.

·         Must have a flexible schedule to meet the needs of the business, operations, and reporting deadlines.

Safety Requirements:

All Associates are required to abide by all Safety rules and ensure they perform each task by practicing safe work habits. Any associate who incurs any type of injury is required to report immediately to their immediate supervisor or the Security Officer on duty.

Language Requirements:

• Ability to speak English clearly, distinctly and cordially with guests.
• Ability to read and write English in order to understand and interpret written procedures. This includes the ability to give and receive instructions in written and verbal forms.
• Proficiency in effectively presenting information and responding to questions from guests, supervisors and co-workers.
• Ability to speak additional languages such as Spanish, French or German is preferred.

Physical Requirements:

• While performing the duties of this job, the associate is regularly required to sit for long periods of time, stand, walk; full dexterity in use hands to touch, handle, or feel; reach with hands and arms; talk or hear. 
• The employee must occasionally lift and/or move up to 50 pounds. 
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.