Finance Administrative Assistant

4 weeks ago

Miami, Florida, United States EAST Miami Full time
Job Description

Position Title: Finance Administrative Assistant

Department: Finance

Report to: Finance Manager

Nature of the Job

Basic Purpose & Objective of the Position

The Finance Administrative Assistant will support the Finance Department in managing various financial operations, including but not limited to: Revenue Auditing, Accounts Receivable, Accounts Payable, Cash Management, Payroll, and other essential areas.

Main Duties

Customer Service

  • Delivers exceptional service and maintains the brand promise at all times.
  • Provides outstanding support to internal stakeholders.
  • Addresses all guest and employee inquiries and complaints in a professional and efficient manner, escalating issues to management as necessary.
  • Fosters positive interactions with guests and colleagues, building strong working relationships.
  • Empowers team members to deliver high-quality customer service by establishing clear expectations and providing ongoing training.
  • Analyzes feedback and satisfaction metrics to identify areas for improvement.

Financial Responsibilities

  • Ensures compliance with all company policies and local regulations regarding financial operations.

Operational Duties

  • Oversees master accounts from check-in to check-out, ensuring accurate billing.
  • Prepares and posts adjustments to city ledger as necessary.
  • Generates and sends invoices and travel vouchers promptly after transferring to Accounts Receivable.
  • Participates in pre-event and post-event meetings.
  • Coordinates daily billing reviews with group contacts whenever feasible.
  • Sets up group codes and manages unassigned groups on daily event orders.
  • Investigates and resolves credit card inquiries and chargebacks within the timelines established by credit card companies.
  • Processes travel agent disbursements weekly, ensuring accuracy before submission.
  • Transmits credit and food and beverage batches to credit card companies for payment.
  • Ensures proper handling of debit batches for credit card companies.
  • Prepares adjustments for payments received from credit card companies upon bank notification.
  • Compiles deposit lists for cash and check receipts.
  • Manages weekly credit approval reports in account management software.
  • Enters credit approvals into the account management system.
  • Handles credit card charges for ancillary services (e.g., utilities, delivery, parking).
  • Clears all outstanding accounts promptly.
  • Audits, applies, researches, and processes refunds or income from advance deposits on reservations.
  • Manages credit balances on individual accounts.
  • Maintains inter-hotel accounts, including billing and payment identification.
  • Processes and collects billing for certificates.
  • Assists with various accounting office tasks.
  • Provides administrative support as needed.
  • Performs other related duties as assigned.

People Development

  • Supports the implementation of cultural and developmental initiatives within the organization.

Skills, Qualifications and Experience Requirements

  • Ability to prepare and analyze data and figures generated by computer systems.
  • Proficient in the primary language(s) used in the workplace.
  • Strong reading and writing skills to facilitate effective communication.
  • Excellent verbal and written communication skills.
  • Basic computational skills are essential.
  • Proficient in basic computer operations.
  • Most tasks are performed indoors with a controlled environment.
  • Ability to sit at a desk for extended periods, with occasional walking and standing required.
  • Capable of lifting up to 15 lbs. regularly.
  • Ability to navigate the hotel premises efficiently.
  • Requires good manual dexterity for operating office equipment.
  • High school diploma or equivalent is required; a Bachelor's Degree in accounting is preferred.
  • Experience with HMS/Agilisys is advantageous.
  • One to two years of experience in cash handling or accounting is required.

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