Accounting - Assistant Controller Job at Halekulani Hotel in Honolulu

POSITION SUMMARY

As an integral part of a team, is responsible for continuously looking for ways to improve each guest's experience from providing exceptional guest service to gathering all appropriate information to properly consolidate revenues and expenses of the operations on a monthly basis; responsible for continuously looking for way to improve cost saving and labor efficiency.

This position will have an active role with assessing, developing, implementing and managing internal controls and ensuring processes, procedures, policies and documentations are properly in place and in compliance to JSOX and applicable law and regulations.

This position will have an active role with monthly and annual functions such as budgeting, financial statement audits, 401k audits, internal control audit and income tax return preparation. This position will assist with compliance functions with federal, state, and local governmental authorities. The ideal candidate must be a strong and effective communicator as they will work closely with corporate office, executive leaders, and department heads on a daily basis.

ESSENTIAL FUNCTIONS

1. Maintain accurate files on financial backup for all journal entries.
2. Review financial backup for accuracy and reasonableness.
3. Analyze account details.
4. Reconcile general ledger accounts.
5. Prepare applicable government, federal, or required reporting (i.e. census files).
6. Responsible for compliance functions (8300 reporting, foreign diplomats, and others).
7. Complete month-end closing procedures.
8. Conduct detailed financial analysis for month-end closing (as needed).
9. Assist in analyzing operational and financial performance to improve efficiency and profitability.
10. Assist with year-end audits, 401K audits, internal audit, annual budgeting and budget forecasts.
11. Oversee Payroll, General Cashier, and Financial Reporting functions.
12. Oversee and responsible for all functions of Accounts Receivable including:
    1. Managing all account queries and disputes (Monitor and respond to chargebacks daily).

1. 1. Managing the credit granting process that includes the application of hotel credit policy and procedures, while reviewing the creditworthiness of potential customers.
   2. Maintaining strong communications with guests and meeting planners to resolve any disputes and billing discrepancies.
   3. Monitoring credit limits of outstanding accounts and ensure timely credit collections of outstanding payments with the focus to minimize A/R outstanding balance.
   4. Following up on overdue accounts and send to debt collectors, as required.
   5. Balancing and reconciling hotel and A/R ledgers and direct billings daily.
   6. Invoicing all A/R accounts daily. Invoice group billings as required and needed.
   7. Administering credit processes and policies for other departments in the hotel.
   8. Working closely with room reservations and front office teams to ensure proper procedures are followed for online travel agency reservations.
   9. Performing all other duties as may be required or assigned.

1. Assist in overseeing functions of Accounts Payable and Income Audit (as needed).
2. Work with division and departments to review and update labor standards and requirements in the labor management system, OnTrack. Assist in ongoing evaluation of labor performance and productivity to improve and ensure healthy labor productivity and efficiency.
3. Create and establish departmental and hotel-wide procedures in order to perform required financial reporting while safeguarding the hotel against monetary theft and maintain compliance with internal controls and hotel polices.
4. Develop and execute all departmental policies and procedures for staff to foster a cooperative and safe working climate, and maintain efficient productivity.
5. Responsible for ensuring compliance with all regulatory compliance within area of responsibility and reporting potential issues to financial controller, executive management or sr. executive manager.
6. Responsible to determine, assess, develop and implement proper internal controls, processes and procedures to ensure appropriate compliance with Standard Operating Procedures, Policies, Government Law & Regulation, GAAP, and J-SOX.
7. Serve as the system champion for the following systems:
   1. MS Dynamics - G/L + Reporter
   2. Dayforce
   3. OnTrack
   4. HMS (PMS) - Transcode, Packages and Taxes Setup, GL Mapping and Others (Secondary)
   5. InfoGenesis (Secondary)
   6. Shift 4 (Secondary)
   7. Other as assigned.
8. Assist with managing other departments within the finance division in absence of the Financial Controller.
9. Perform all other duties as may be required or assigned.

SUPERVISORY REQUIREMENTS

Reports To: Financial Controller

Supervises: Accountants, Accounts Receivable, General Cashier, Payroll, Financial Reporting Specialist

Accounts Payable and Income Audit (as needed)

EDUCATION/EXPERIENCE

1. KNOWLEDGEABLE. Bachelor's degree (B.A.) and at least five years related accounting experience is required. Previous hotel accounting experience is preferred.

2. ORGANIZED. It is a fast-paced environment where you must be properly organized, pay attention to details, and have the ability to multi-task various projects and processes at the same time.

3. TECHNICAL. A strong understanding of Microsoft Office programs, including excel and word is required. Proven experience with financial reporting tools, software, and importing data through various applications is preferred.

4. FLUENT. You must have the ability to follow verbal and written directions and communicate effectively.

5. COOPERATIVE. You must be able to work effectively in a team environment with peers, guests and staff while demonstrating collaborative skills to complete your departmental duties.

6. Any combination of education and experience which would provide the necessary knowledge, skills, and abilities to meet the minimum qualifications to perform the essential functions of this position.

7. CPA Preferred, but not required.

LICENSES/CERTIFICATIONS

• Certified Public Accountant (desirable).

KNOWLEDGE, SKILLS, & ABILITIES

1. Ability to anticipate guest needs; respond promptly and acknowledge all guests.
2. Ability to maintain positive guest relations at all times.
3. Ability to maintain positive relations with all team members and departments.
4. Ensure familiarity with all hotel services and features.
5. Ability to perform job functions with attention to detail, speed and accuracy.
6. Ability to prioritize and organize.
7. Ability to be a clear thinker, remaining calm and resolving problems using good judgment.
8. Ability to follow directions thoroughly.
9. Ability to work cohesively with co-workers as part of a team.
10. Ability to work with minimal supervision.
11. Ability to maintain confidentiality of guest and team member information and pertinent hotel data.
12. Ability to maintain complete knowledge of and comply with all departmental policies/service procedures/standards.
13. Maintain complete knowledge of correct maintenance and use of equipment. Use equipment only as intended.
14. Ability to resolve guest complaints, ensuring guest satisfaction.
15. Monitor and maintain cleanliness, sanitation and organization of assigned work areas.
16. Maintain knowledge of property management system and manual procedures.
17. Demonstrated knowledge of payroll, accounts receivable, financial reporting rules and processing.
18. Demonstrated knowledge of accounts payable as it relates to verifying ledger codes, batching/posting invoices, creating new vendor accounts, updating of vendor master accounts, and the security of all unused checks.
19. Demonstrated knowledge of Income Audit to determine proper posting and possible testing of system postings.
20. Ability to determine proper posting and possible testing of system postings in the AR areas.
21. Ability to determine, assess and implement proper internal control, processes and procedures in all areas relating to financial reporting and operation.
22. Ability to analyze operational and financial performance to improve efficiency and profitability.
23. Ability to train and cross-train team members to ensure proper, streamlined and successful operation within the accounting department.
24. Engage in continuing development of leadership skills.
25. Presents a professional image, demonstrating adherence to company grooming guidelines.
26. Arrive to work on time and be ready to work at your work station at the scheduled starting time.

PHYSICAL DEMANDS

The physical demands and work environment characteristics described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Exert physical effort in transporting banker boxes (25 pounds) to storage archive (located in office).
• Endure various physical movements throughout the work areas.
• Reach overhead 2 feet.
• Remain in stationery position for long periods of time (4-8 hours).
• Ability to visually see computer screen and work papers.

WORK ENVIRONMENT

Job involves working in:

• Indoor offices
• Outdoor within hotel properties
• Occasional travel as needed
• Under variable temperature conditions (hot or cold due to fluctuations with the air conditioner)
• Under variable noise levels
• Around dust and/or mite hazards (due to paper storage)
• Flexible work schedules based on required corporate deadlines and system upgrades.
• Flexible work schedules including, evening hours, weekend and holidays to accomplish financial reporting and project deadlines.

Other details

• Pay Type Salary
• Min Hiring Rate $100,000.00
• Max Hiring Rate $110,000.00

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