Finance Assistant - Chester-le-Street, United Kingdom - Lumley Castle Hotel

Description

Finance Assistant Job Spec

JOB SUMMARY
Primary responsibilities include ensure compliance with hotel credit policy and billing in timely manner to aid cash flow.

Management of Hotel Voucher system and reconciliation and Daily Revenue and Cash Control and Audit


CANDIDATE PROFILE

Experience

• AAT
• Level 1 minimum
• Hotel or Hospitality Finance Experience preferred
• Previous experience of SAGE accounting systems

Skills and Knowledge

• Timeliness and accuracy in recording and reporting
• Hands on approach required.
• Ability to verbally communicate effectively with guests and coworkers. (verbal, listening and writing)
• Knowledge of overall hotel operations as they effect the department
• Security and safety in work habits
• Flexible team player
• Excel skills to Intermediate level
• Rezlynx / Guest line
• SAGE

Education or Certification
AAT Level 1 (preferred)


The following are specific responsibilities and contributions critical to the successful performance of the position:

Support all Finance Team Members in the following areas

Accounts Receivable / Billing Functions:

• Monitor in house accounts daily and reconcile accounts
• Monitor Deposit ledger trial balance.
• Auditing cashiers' work (credit cards, cash and room charges)
• Liaising with managers in case of discrepancies
• Keeping cashier updated of their mistakes including training if required
• Review daily banquets daily function sheets for credit compliance
• Ensure the guest billing are delivered within three days after checkout or function.
• Audit bills for all conference & banqueting events
• Liaising with conference & banqueting department for any missing back up
• Preparing credit note(s) / rebates
• Preparing proforma invoice as and when required
• Assist with debt collection.
• Handle incoming mail and telephone calls regarding billing.
• Reconciles balance sheets for FC and ensures account balances are supported by appropriate documentation.
• Support Credit Control with Voucher reconciliation

Revenue Control

• On a daily basis, verify that the dailycreated Night Audit files are working correctly and closely audit the trial balance. Verify that there are no control sums for Guest Ledger, City Ledger and Deposit Ledger. Report any discrepancies to the Financial Controller/ and investigate the differences.
• Review Function Sheets at least a week in advance of event / functions to ensure all procedures have been followed e.g. preauthorization of credit cards.
• Sort and file all back up received in the night audit file/box from Night Receptionist. Liaise closely with Night Receptionist and review work daily for accuracy.
• Work closely with Front Office (FO) and Food & Beverage (F&B) to ensure postings are accurate and any discrepancies are resolved in a timely manner, these should also be communicated to the Financial Controller and Operations Manager if relating to Rooms Division and F&B.
• Accurately calculate / check and balance all room statistics.
• Audit guest accounts to ensure that room rates and market codes are correct and congruent.
• Audit group accounts to ensure that postings to these accounts are in accordance with the sales contract.
• Run all computer reports necessary to complete accounting documents.
• Accurately record and post all F&B covers into people soft on a daily basis and audit the customer counts in the outlets on a regular basis.
• Review and save a draft daily Revenue Report for management by 9.30 am.
• Verify all ledger balances (Guest Ledger, City Ledger & Deposit Ledger) with SAGE.
• Verify and check all miscellaneous charges, rebates, paid outs and executive checks are supported.
• Review all postings and accurately account for VAT. Complete and balance VAT reconciliation on a daily basis.
• Prepare discrepancy reports accordingly and distribute to management weekly for corrective action
• Keep all reports well maintained as outlined in the documents retention policy.

Cashiering Functions:

• Open drop safe and remove contents weekly with Loomis.
• Audit and verify all deposits for amount and proper procedural processing. Prepare a daily discrepancy report including cash discrepancies.
• Reimburse the safe for petty cash vouchers via change orders
• Maintain a sufficient supply of cash on hand.
• Check all petty cash vouchers/advances for proper approval before giving out cash.
• Verify the safe count at the end of each month.
• Prepare monthly petty cash balance sheet reconciliation for FC.

Credit Controller functions:

• Balance transfer to City Ledger and payments with Income Auditor daily.
• Daily, post city ledger payments, resolving any partial payments or unidentified payments at time of posting, ensuring all bank deposits are allocated.
• Post adjustments to accounts as necessary
• Minimize credit card charge back by correcting poorly printed vouchers prior to submission.
• Take appropriate action for all charge backs within three