Assistant Director of Finance

About the role 

The Assistant Director of Finance supervises the day-to-day operation of the Accounting office, ensures that all local and corporate policies and procedures are observed, and assists the Director of Finance in the administration of all financial aspects of the hotel's operation.  

What you will do: People Functions 

• Identify coaching moments and ensure that those moments become opportunities for learning and development for the Finance team. 

• Have a global working perspective and excellent communication skills – written and verbal 

• Great understanding of Self-Esteem and Self-Actualization of Team and ensure proper support and help is provided whenever needed. 

• Hold monthly department meetings with Accounting Staff to ensure communication and address any issues that are affecting the team. 

• Participate in and develop staff training programs to minimize staff turnover and maintain high morale.  Particular emphasis should be given to those individuals qualifying for future advancement. 

• Supervise, train and motivate department staff to thoroughly understand all of their duties and responsibilities. 

• Meet with the Director of Finance on a regular basis to communicate all accounting activities and results of the Accounting office meeting or any other related issues. 

• Prepare reviews and development plans and take appropriate personnel-related action (i.e. hire, commend, discipline, evaluate, etc.) with Accounting staff as required. 

What you will do: Product Functions 

• Coordinate, observe and prepare all operating equipment and supply inventories in accordance with corporate policies and as directed by the Director of Finance. 

• Prepare Daily Cash Position report and maintain the highest level of investment of excess funds in accordance with corporate guidelines as prescribed in the Accounting & Finance Manual. 

• Prepare or oversee the preparation of all local, state and federal tax returns and other reporting (including 80-20 rule reporting) on a timely basis. 

• Ensure rent expense is calculated accurately per the terms of the Management Agreement, Leasehold Agreement or Easement Agreement and that payments are made or the outstanding liability for the rent accrual exists and is accurate. 

• Ensure that the outstanding liability for all revenue/profit related fees (i.e. Management Fees, Incentive Fees, Marketing Fees, Advertising Fees, Royalty Fees) is accurate and complies with the respective Management Agreement(s). 

• Ensure electronic payments have the signatory of a member of Group B on each individual page and the initials of a member of Group A and both members of Group A and B sign the Batch Total of the payment run. 

• Ensure strict access controls over unused cheques to prevent improper or unauthorized use of the documents and ensure there is segregation of duties in place to safeguard the writing and voiding of negotiable bank cheques. 

• Ensure accurate exchange rates in Financial Reporting are applied to the local currency (where applicable) and valued in the currency stipulated in the Management Agreement. 

• Ensure post-departure credit card credit allowances are performed only by accounting and all such allowances are reviewed and signed per the SR-5 by Director of Finance or Assistant Director of Finance and all “Unmatched Credits” reports provided by credit card processing company are reviewed/scrutinized by DOF monthly and retained by the Director of Finance. 

• Approve all journal entries with supporting documentation (as appropriate) and ensure all non-standard, non-recurring entries are countersigned by Director of Finance. 

• Ensure the system is set up to prevent month end closing without all journal entries being posted, updated or otherwise entered into the General Ledger. 

• Ensure that monthly reconciliations for all balance sheet accounts are prepared and all bank reconciliations are countersigned by Director of Finance on a monthly and on a quarterly basis; Director of Finance approves all reconciliations paying special attention to reconciling items. 

• Coordinate and facilitate external and internal audits. 

• As required, have a working knowledge of residential (or other entity) accounting procedures and how it affects the hotel’s financials. 

• Complete any additional projects assigned by Director of Finance. 

What you will do: Profit Functions 

• Monitor and control expenses of the hotel paying special attention to the daily reporting done by the auditor of the hotel and addressing issues that not only have material effect but also affect the guest experience. 

• Ensure that House Funds and Floats Counts are up to date and limit any kind of exposure that would affect profitability. 

• Ensure gains/losses on the sale/disposal of fixed assets are properly disclosed and recorded on the Statement of Changes in financial position (SR-25 where applicable) and on the P&L statement. 

• For locations that maintain full balance sheets including fixed assets, ensure accumulated depreciation accounts are accurate and properly recorded 

What you bring 

• Viable candidates must have a minimum of three years' experience in a high-end/upscale accounting/finance management role. 

• Thorough knowledge of Accounting and Financial Principles 

• Leadership and Emotional Intelligent Skills 

• Ability to meet and exceed deadlines 

• Excellent understanding of Month-End Process including, but not limited to, preparation of financial statements, accruals and journal entries, maintain reconciliations for all balance sheet accounts in established corporate formats and in accordance with generally accepted accounting principles. 

Schedule & Hours: 

• This is a full-time position 

• While this position generally works Monday through Friday, additional availability may occasionally be required. including evenings, holidays and weekends