POSITION PURPOSE
Assist and support the General Manager and Accounting Manager by performing administrative, accounting, and employee housing coordination duties. Responsibilities include maintaining financial records, supporting accounts payable and accounts receivable, reconciliations, payroll support, guest inquiries, onboarding support, employee files, and the administration of the property's employee housing program. This position coordinates housing assignments, availability, waitlists, inspections, key control, maintenance communication, and resident concerns while ensuring compliance with property policies and procedures. Confidentiality, accuracy, organization, and integrity are essential to this role.
ESSENTIAL RESPONSIBILITIES
Administrative Support:
- Provide administrative assistance to the General Manager and designated staff.
-
Greet guests and handle phone inquiries in a professional manner.
-
Maintain organized filing systems (digital and physical).
-
Coordinate meetings, schedules, travel arrangements, and communications.
-
Prepare and distribute reports, correspondence, and meeting minutes.
-
Maintain employee files, time/attendance records, and onboarding documentation.
-
Track employee reviews, anniversaries, birthdays, and other key dates.
-
Assist with onboarding and new hire paperwork.
-
Maintain confidentiality with all sensitive company, financial, and employee information.
-
Ensure efficient communication and cooperation among departments.
-
Support guest relations and handle inquiries or complaints when necessary.
-
Perform other duties as assigned by the General Manager in any department.
Accounting Support:
- Coordinate onsite accounting functions and act as liaison with corporate accounting.
-
Verify 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 files and reconcile vendor statements.
-
Prepare and review invoices for coding, approval, and payment.
-
Prepare deposits, reconcile bank statements, and maintain logs for tracking month-end requirements.
-
Process billing and payment collections for direct bill accounts and no-shows.
-
Manage outstanding balances and prepare aging reports (30/60/90+ days).
-
Monitor and audit staff payroll records to comply with federal, state, and local regulations.
-
Participate in monthly financial review and reporting processes.
-
Maintain and prepare backup documentation for financial records.
-
Audit daily revenue reports prior to submittal.
-
Support tax documentation and reporting as required.
-
Perform other duties as assigned by the General Manager or Accounting Manager.
Employee Housing Coordination:
-
Organize and maintain accurate records of employees occupying company-provided housing, including unit and room assignments.
-
Maintain current availability records for employee housing units and coordinate assignments for incoming and current employees.
-
Manage housing waitlists and communicate housing availability and assignment information as needed.
-
Serve as the primary point of contact for employees regarding housing questions, concerns, and general housing-related needs.
-
Report housing maintenance issues to the appropriate maintenance or engineering team and coordinate follow-up between employees and the property.
-
Maintain housing key control, including key issuance, assignment tracking, returns, and lost key replacement.
-
Schedule and conduct routine housing inspections and document identified concerns or required follow-up.
-
Assist in addressing and mediating conflicts between employees occupying company-provided housing and escalate concerns to management when appropriate.
-
Communicate and reinforce employee housing expectations, including cleanliness and the proper care of housing units and surrounding premises.
-
Assist in maintaining the safety and security of employee housing and report hazards, damage, or emergency concerns promptly.
General Functions:
- Attend staff and leadership meetings as required.
-
Follow all company safety and security policies and procedures.
-
Report maintenance issues, hazards, or injuries immediately.
-
Perform other 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.
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.
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.
