Position Summary
The Administrative Assistant / Accounting role supports daily hotel operations by executing accounting data entry duties and administrative tasks. This position ensures the accuracy and organization of financial data, assists with cash handling and reconciliations, supports sales billing processes, and helps maintain compliance with company standards and brand guidelines.
This individual plays a key role in ensuring smooth coordination across accounting, front desk operations, banquet services, and the sales department.
Key Responsibilities
Daily & Weekly Accounting Tasks
- Download and format daily reports from PEP, Oracle Micros Symphony, and Square
- Save and name files according to established naming conventions in shared drives
- Maintain and update the Daily Revenue Monthly Excel Spreadsheet
- Count and reconcile daily cash drops from Front Desk and F&B departments
- Update and maintain petty cash records; conduct weekly petty cash counts
- Track and reconcile Restaurant & Bar tips using Micros and Square reports
- Ensure daily front desk deposits are recorded and matched to reports
- Prepare deposits and ensure bank runs are completed on time
- Pull and review BEOs, Event Billing Checklists, and Sales Calendar
- Assist with invoicing for group sales, local company accounts, and events
- Create Direct Bill invoices and maintain accurate filing of AR documents
- Submit invoices for GM/DOS approval and follow up as necessary
- Organize, code, and submit hotel invoices for approval
- Stamp invoices and input account/class codes using established guides
- Scan, save, and file approved invoices; maintain accurate digital records
- Complete End-of-Month checklist duties
- Download and organize monthly financial reports for submission to corporate accounting
- Coordinate with department heads to ensure timely inventory completion and submission
Administrative Duties
- Maintain and update operational binders: QA Binder, HR Binder, Make It Right Binder
- Support compliance by ensuring staff licenses (Food Handler, ABLE) are up-to-date
- Assist with guest satisfaction initiatives such as Hilton Honors enrollment tracking
- Coordinate with HR and assist with hiring documentation as needed\
- Support planning and tracking of special projects (e.g., vendor cost analysis, mattress inventory, fundraising events)
Skills & Qualifications
- 2+ years in an administrative or accounting support role (hospitality industry preferred)
- Strong knowledge of the Microsoft Office Suite, especially Excel
- Experience with financial systems such as Oracle Micros, PEP/Hotel Key, and Square preferred
- Strong organizational and file management skills (digital and physical)
- Excellent attention to detail and accuracy in financial recordkeeping
- Strong written and verbal communication skills
- Able to maintain confidentiality and handle sensitive financial information
Work Schedule
- Full-time position; Sunday to Thursday
- Some tasks (e.g., EOM, special events) may require flexibility in hours
Work Environment
- Office setting within a fast-paced hospitality environment
- Frequent use of computers, printers, and scanning equipment
- Occasional lifting or moving of boxes and records for storage purposes
Benefits:
- Employee discount
- Flexible schedule
- Paid time off
- Referral program
Experience:
- Adminis tration and accounting support: 2 years (Preferred)
Work Location: In person
