Administrative Specialist

Description

Job Summary:

The Administrative Specialist position is responsible for entering group sales transactions across points of sale. As well as general ledger and account reconciliation to support accurate, timely company financials. Administrative Specialist will serve as back up to Accounting Specialist in an as needed and project-based capacity. To be successful in this role, you will need to manage high volume data with accuracy and timeliness, ensuring that deadlines are met, as well as resolving issues that arise for internal and external teams.

Essential Functions:

• Reconcile group sales transactions across all point of sales and Siriusware
• Run appropriate reports for each system and ensure all data is input correctly and matches.
• Send payment requests to group bookings; Enter all sales accurately and ensure the two systems balance weekly and monthly.
• Enter customer payment information into points of sale. 
• Audit and send AR emails to customers with balances.
• Audit variances between points of sales.
• Print weekly tickets for group events, weddings, private groups, and any other group bookings. 
• Ensure Groups Event Calendar is up to date in Teams
• Enter group consumption and catering into invoices post groups
• Reconcile company credit cards monthly
• Assist in month end general ledger reconciliations
• Maintain electronic filing system and documentation for records and documentation.
• Resolve a wide range of complex discrepancies such as discounts and credit memos; escalate issues as necessary
• Proactively collaborate with external and internal business partners. Maintain vendor and customer relationships, collaborate with internal teams to ensure that communication flows smoothly.
• Maintain the highest safety standards and code compliance for guests and staff on a daily basis.
• Other duties as requested by Manager, Senior Team, or VP/GM

Requirements:

• Ability to act with integrity, professionalism, and confidentiality
• Strong organizational skills; a self-starter; and able to document accounting backup clearly and professionally.
• Ensure compliance with policies and procedures and update documentation as necessary.
• Detail-oriented, reliable, and ability to complete work accurately and timely.
• Able to handle and prioritize multiple concurrent projects with competing deadlines.
• Excellent interpersonal skills. Able to coordinate and communicate work-related activities to a diverse audience, including people from different professional backgrounds.
• Must be willing to work weekends, holidays and overtime.
• Team player – be flexible and open to new ideas and changing priorities.

Other Skills/Abilities:

• General knowledge and experience in accounting systems (NetSuite, Sage, QuickBooks etc.)
• General knowledge and experience with GAAP
• Proficient operating experience with Microsoft Office Suite
• Demonstrated knowledge of Excel, Word and Outlook.
• Ability to use task management program
• Advanced ability to maintain data integrity

Physical Effort

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 25 pounds

Qualifications