Business Administrative Assistant

The Holiday Inn & Suites of Saint Cloud, MN is seeking a Business Administrative Assistant to join our team! If you have great organizational skills and love providing excellent guest service, we'd love to hear from you.

The Business Administrative Assistant is responsible for accurately performing assigned daily duties with handling new hire recruiting screening and paperwork, maintenance of job ads, and assigned spreadsheets and projects from the General Manager. The Business Administrative Assistant is responsible for the timely and accurate maintenance of accounts receivable activity and cash management. Other responsibilities would include special projects, filing, and year end duties.

Essential Functions:

• Serves guests and fellow associates in a prompt, courteous, professional manner consistently.
• Greets hotel guests before they greet hotel associate.
• Practices “Full-Circle Service” which states when any hotel associate receives a request or concern from a guest, he/she is to remedy the concern without the guest needing to contact any other hotel associate, thereby satisfying the guest’s concern. The associate will report to the guest the method of follow-up they will receive.
• Communicate effectively with management staff and fellow associates. Communication must be timely, respectful, and without exception.
• Participate in additional activities as deemed necessary by management. Includes departmental meetings, service training, orientations, etc.
• Follow policies and procedures as outlined in the Associate Handbook and as adopted by the department.
• Assist Department heads with recruitment needs, including, but not limited to, conducting initial phone screening of applicants, sending out applications and pre-employment test links, and tracking progress on completion of these steps by applicants, up to the interview stage.
• Meet with applicants hired and assist with all steps of new hire paperwork, ensuring accurate completion of all documents.
• Maintain job ads on customary web sites used by the hotel. Investigate other options for jobs and placements as opportunities arise.
• Assist the General Manager by producing spreadsheets and conducting specialized projects as requested.
• Order uniforms on a regular basis to maintain par levels. Order other supplies in the direction of the General Manager. Reviews folios from Night Auditors, verifies and balances to the “City Ledger” analyzes discrepancies and make adjustments of City Ledger folios.
• Assure timely payment of vendors for hotel by reviewing and transmitting invoices to management Company, researching vendor statement discrepancies, and working with management team to receive all invoices for payment in a timely manner. Review invoices for accurate expense coding.
• Maintains accurate daily ledger of cash location throughout hotel and off-site liquor catering. Maintains standards for accountability, distribution, cash handling policy, and return of cash to hotel accounting staff.
• Updates ledger daily deposits, EFT, ACH payments, etc. daily to provide General Manager/Management Company with accurate records as needed. Ensures bank deposits and receipts remain accurate reconciling discrepancies as needed.
• Creates daily revenue sheets accurately posting revenue information, cover counts, taxes, etc. From POS and PMS systems reports accurately. Balancing revenues to methods of payment (cash, accounts receivable posting, credit card, EFT, etc. Maintains clean house accounts with daily review, making certain that postings to accounts are correct and warranted according to procedures. Moves house accounts in need of collections, to AR accounts in two days. Reports to department head and recommends changes to remedy any outstanding discrepancies.
• Purchase envelopes, gift certificates, office supplies, etc. as needed for the operation of the hotel in a cost-effective manner. Conducts office supply inventory each month. Maintain postage meter with funds and updates as needed.
• Completes inventory with operations department on minimally on the last day of the month or first day of the month, depending on business needs. Takes mid-month/weekly inventories as requested. Checks inventories for accurate pricing. Extends inventory reports to General Manager/Management Company.
• Responds to customer phone calls, explains charges and adjusts if necessary. Make collection remedies including collection calls, collection letters, the use of outside vendor, and/or processing through legal system. Provides A/R variance report to General Manager/Management Company monthly.
• Maintains cost transfer collateral to include summary page and back up documentation.
• Creates and distributes revenue correction information and communicates to department heads and General Manager on a regular basis.
• Conducts daily cash counts and creates deposits for the bank.
• Reviews, prepares and mail daily and monthly invoices.
• Sort manager and house account charges daily to prepare for weekly posting of adjustments.
• Set up A/R accounts, review credit applications, and ensure direct bill information is accurate, timely and correct, informing Accounting Manager of discrepancies in procedures.
• Maintains trade-out book.
• Prepares daily deposits, updates credit card checkbooks, input of A/P invoices, prints checks, and various other transactions as needed in absence of A/P Bookkeeper.

Skills & Knowledge:

• Must have the ability to provide professional and courteous guest service.
• Must have good time management skills and the ability to work with minimal supervision.
• Must have good organizational skills, the ability to multitask and strong attention to detail.
• Must have the ability to understand and follow verbal/written instructions and communicate both verbally and in writing.
• Must have the ability to maintain a positive and professional attitude when handling guest situations.
• Must have a working knowledge of computers and basic math skills.
• Customer service experience preferred, but not required.

Other Requirements:

• Valid Driver's License

Job Type:

• Full-Time

Schedule/Hours:

• Monday - Friday
• 8 Hour Shift
• Weekends as Needed

We offer flexible hours, competitive pay, bonus eligibility, annual performance-based increases, hotel discounts, vacation pay, 401K and benefits to Regular, Full-Time associates after eligibility requirements have been met (free medical for employees and highly discounted for spouse/child/family.)

Other opportunities available; apply today!

Candidates offered employment must submit to a background check and drug test.

We are an E-Verify Participating Employer.

EOE/M/F/Vet/Disability