Events & Accounting Coordinator

Canopy by Hilton's culture is defined by who we are and how we interact with each other, our guests, our partners, and our neighbors. Our culture, "Positively Yours," is much more than a slogan. It's our underlying attitude, the story of who we are and how we approach everything.

At the core of Canopy by Hilton’s culture is the Positive Stay Promise. An ideal Enthusiast sets the tone for creating the “Positively Yours” culture at our hotel and is committed to delivering the lifestyle experiences our guests want.

The beautiful new Canopy Jersey City Arts District is looking for an exceptional candidate as its Events & Accounting Coordinator

Job Title:Events & Accounting Coordinator

REPORTS TO:Director of Sales & Marketing/Director of Finance

Accounting

• Assist in managing revenues received and dispersed including accounts receivable, accounts payable, audit, General Ledger reporting
• Post city ledger payments in property management system, reconcile and bill all city ledger accounts
• Perform follow-up billing and credit collection documentation and inform Controller of any potential uncollected accounts
• Maintains accounting databases by entering data into the accounting program
• Record General Ledger and City Ledger reconciliation via consistent credit meetings
• Analyze revenues, commissions and expenses to ensure they are recorded appropriately monthly
• Any other job-related duties as and when assigned by the financial controller
• Accomplishes accounting and organization mission by completing related results as needed

• Accounts Receivables
• Create, send, follow up on invoices for direct bill/group accounts
• Collect and post payments
• Manage all open balances
• Accounts Payable
• review, process, reconcile invoices
• handle invoice payments
• review vendor statements
• Revenue
• Review and upload daily revenues
  

Sales

Position Summary:

The Sales & Events Coordinator primary role is to assist in the support functions of selling guest rooms, catering services, banquet facilities and marketing operations as directed by the Director of Sales & Marketing. Also provide high-level support by preparing statistical reports, collecting and processing sensitive data, resolving guest issues and performing clerical functions.

Sales Coordinator Duties and Responsibilities:

• Ensure the accurate processing of Banquet Event Orders and Banquet Checks are communicated in accordance with the sales & marketing guidelines and standard operating procedures
• Administer, distribute and communicate all daily REVISED Banquet Event Orders
• Prepare, detail, design and archive all floor plans in accordance with contracted Banquet Event Orders and client specifications.
• Process all rooming lists in accordance with contract specifications and direction from the corresponding sales manager. Any exceptions are escalated and reviewed by the Conference Services Manager.
• Maintain and develop all client booking links. Liaison and point of contact for all inquiries pertaining to reservation requests on all call-in blocks in conjunction with direction from the Conference Services Manager
• Ensure that all group BT VIPs are detailed and identified daily as directed by the sales department. Liaison and point contact for all questions pertaining to room assignments and VIP communications i.e. ETA, in-room specifications, special contracted arrangements, etc.
• Post all daily Banquet Checks for all contracted and approved banquet functions with accurate pickup and guarantees. Resolve any discrepancy with banquets operation and finance team prior to final charge.
• Review daily pickup of all group masters, including Corporate, SMERF and Crew. Any SRPs sitting outside of the blocks need to be reviewed and administered for resolution with the corresponding sales manager.
• Ensure that Crew allotment SRPs are processed according to contract. Any reservations outside of the allotment need to be detailed with the corresponding daily rate and forwarded for review to the Conference Services Manager for final processing.
• Ensure the daily posting of all groups banquet/catering deposits. No deposits should be posted without a corresponding countersigned agreement and deposit schedule.
• Prepare the final group bill and submit for review and approval to the corresponding sales manager. Ensure all corresponding guest folios, third party invoices, banquet checks, banquet event orders are compiled and listed in each bill.
• Ensure the daily posting of all outstanding balances is posted to credit cards on-file. Any unprocessed open balance needs to be submitted to the Director of Finance with a CC to DOSM and the corresponding Sales Manager.
• Prepare and distribute all daily Amenity Cards Forms
• Assist in adhoc projects including but not limited to: GRC maintenance clean up, Prospecting Lists, Client Event Invitations, Promotion/Newsletter Emails.
• Coordinates the setup and invoicing of vendors related to sales including but not limited to collecting W9, processing PO’s etc.
• Responsible for the maintenance of the sales voicemail and general sales email distro, lead inquiries. Distribute all messages to the corresponding sales managers by appropriately qualifying each inquiry as directed by DOSM.
• Other duties as assigned by Director or sales or the management
  
  

Prerequisites:

• Speak with others using clear and professional language
• Prepare and review written documents accurately and completely
• Working knowledge of standard office administrative practices and procedures
• Excellent customer service skills
• Able to effectively communicate in English, in both written and oral forms
• Be friendly, customer centric, smile and able to work in a team environment
• Strong organizational skills with attention to detail. Ability to compile facts and figures. Command of the English language both written and verbal
• Proficiency with MS Office (Excel / Word) and experience with PMS like Opera, Room master, Protel, Visual One, Delphi, Sun Finance, Oracle Finance, SAP etc
  
  

Education:

Diploma or degree in business management, good computer skills; proficient in the use of Microsoft Office (Word, Excel, Powerpoint, Access)

Knowledge of sales and marketing modules a plus:

Delphi.fdc, OnQ, S&M, Protel Sales&Marketing etc.

Experience:

Two or more years of experience working in a hotel, clerical, or sales. Previous experience working in a similar role.

Two or more years of work experience with previous accounting Office experience or experience in Hotel or Hospitality related Finance and Accounting.

Hilton Experience a plus!

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