POSITION PURPOSE
Assist and support the General Manager and Accounting Manager by performing administrative and accounting duties. Responsibilities include managing financial records, accounts payable and receivable, reconciliations, payroll assistance, guest inquiries, onboarding support, maintaining employee files, and ensuring compliance with property policies. Confidentiality, accuracy, and integrity are essential to this role.

ESSENTIAL RESPONSIBILITIES

Administrative Support: 

• Provide administrative assistance to the General Manager and designated team members. 

• Greet guests and respond to phone inquiries in a professional manner. 

• Maintain organized digital and physical filing systems. 

• Coordinate meetings, manage schedules, arrange travel, and facilitate communications. 

• Prepare and distribute reports, correspondence, and meeting minutes. 

• Maintain employee records, time and attendance logs, and onboarding documents. 

• Monitor and track employee reviews, anniversaries, birthdays, and other important dates. 

• Assist with onboarding processes and new hire documentation. 

• Maintain confidentiality regarding all sensitive company, financial, and personnel information. 

• Promote effective communication and collaboration across departments. 

• Support guest relations by addressing inquiries and resolving complaints as needed. 

• Perform additional duties as assigned by the General Manager across various departments.

Accounting Support

• Coordinate onsite accounting activities and serve as a liaison with corporate accounting. 

• Verify the accuracy and timeliness of accounting functions, including daily revenue reports, payroll support, accounts payable, accounts receivable, and cash/credit card management. 

• Ensure compliance with all property policies, procedures, and applicable laws. 

• Maintain accurate accounting records and reconcile vendor statements. 

• Prepare and review invoices for coding, approval, and payment. 

• Process deposits, reconcile bank statements, and maintain logs to track month-end requirements. 

• Manage billing and payment collection for direct bill accounts and no-shows. 

• Monitor outstanding balances and generate aging reports (30/60/90+ days). 

• Oversee and audit staff payroll records to ensure compliance with federal, state, and local regulations. 

• Participate in monthly financial review and reporting processes. 

• Maintain and prepare supporting documentation for financial records. 

• Audit daily revenue reports prior to submission. 

• Support tax documentation and reporting as needed. 

• Perform additional duties as assigned by the General Manager or Accounting Manager.

General Functions: 

• Attend staff and leadership meetings as necessary. 

• Adhere to all company safety and security policies and procedures. 

• Promptly report any maintenance issues, hazards, or injuries. 

• Perform additional duties as assigned by the General Manager or Accounting Manager.

SUPPORTIVE FUNCTIONS

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:

• Assist with any guest inquiry.
• Follow all company and safety and security policies and procedures. Report maintenance problems, safety hazards, accidents, or injuries.
• Perform other reasonable job duties as requested by direct and indirect Supervisors.

PHYSICAL DEMANDS

• Environmental conditions are inside, a job is considered “inside” if staff spends approximately 75 percent or more of the time inside. Temperature is moderate and controlled by hotel environmental systems.
• Must be able to work in extreme temperatures like freezers (-10°F) and kitchens (+110°F), possible for one (1) hour or more.
• Must be able to stand and exert well-paced mobility for up to four (4) hours in length. Must be able to exert well-paced ability to maneuver between functions occurring simultaneously.
• Must be able to exert well-paced ability in limited space and to reach other departments of the hotel on a timely basis.
• Must be able to lift up to 45 lbs. as needed.
• Must be able to push and pull carts and equipment weighing up to 250 lbs.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening, and hearing ability and visual acuity.
• Hearing, smelling, tasting, and visual ability to observe and distinguish product quality and detect signs of emergency situations.
• Talking and hearing occur continuously in the process of communicating with other staff, guests, and supervisors.
• Vision occurs continuously with the most common visual functions being those of near and color vision and depth perception.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.
• Ability to work primarily with fingers to pick, pinch, type and carry out substantial movements (motions) of the wrists and hands as well.

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:

• Must be able to speak, read, write and understand the primary language used in the workplace.
• Requires good communication skills, verbal, written and electronic. Must have excellent leadership capability and customer relations skills.
• Must be detail oriented with outstanding organizational and communication skills. Must possess intermediate computer skills.
• Must possess basic computational ability.
• Ability to analyze, foresee user needs, and makes judgments to ensure proper tools are provided at property level.
• Ability to effectively deal with internal and external customers some of whom will require high levels of patience, tact and diplomacy and collect accurate information to resolve conflicts.
• Knowledgeable about basic function of Windows OS, MS Office, PMS, and POS. Self-driven and able to work independently.
• Exceptionally strong in issue resolution and proven analytical skills with a strong attention to detail.
• Knowledge of table and bar service.
• Knowledge of appropriate table settings and service ware.
• Ability to describe all menu items and methods of preparation.

EDUCATION

High school or equivalent education required.

EXPERIENCE

• High School Diploma or equivalent required; college degree preferred.
• Minimum 2 years of administrative and/or accounting experience required.
• Previous hospitality experience preferred.

GROOMING

All Staff Members must maintain a neat, clean, and well-groomed appearance per Azul Hospitality standards. Refer to the property specific required grooming and uniform standards policy.

ATTENDANCE

Regular attendance in conformance with the standards, which may be established by Azul Hospitality, from time to time, is essential to the successful performance of this position. Staff with irregular attendance / tardiness will be subject to disciplinary action, up to and including termination of employment. Upon employment, all staff is required to fully comply with Azul Hospitality rules and regulations for the safe and effective operation of the hotel’s facilities. Staff members who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment. Due to the cyclical nature of the hospitality industry, staff members may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings is required. This job description is not an exclusive or exhaustive list of all job functions that a staff member in this position may be asked to perform from time to time.