Assistant Director of Finance

About the position

This position is located in Sunnyvale, CA

The Assistant Director of Finance plays a crucial role in overseeing the financial operations of the hotel, ensuring that all financial activities align with the hotel's commitment to outstanding guest service and financial profitability. This position is ideal for financial professionals looking to advance their careers in a dynamic and prestigious environment. The Assistant Director of Finance will report directly to the Director of Finance and will be responsible for managing various functions within the finance department, including Accounts Receivable, Credit, cash audits, and Night Audit operations. Management-level associates are expected to work as much of each workday as is necessary to complete their job responsibilities.

Job Duties & Functions

• Maintains regular attendance in compliance with company’s standards, as required by

scheduling which will vary according to needs of the hotel.

• Maintains high standards of personal appearance and grooming, which includes compliance with

the company’s dress code and wearing name tag when working (per brand standards).

• Approaches all encounters with guests and associates in an attentive, friendly, courteous, and

service oriented manner.

• Maintains a warm and friendly demeanor at all times.

• Complies at all times with company’s standards and regulations to encourage safe and

efficient hotel operations.

• Familiar with the organization of the company and know the function of each

department.

• Oversees the duties of General Cashier, with responsibility for the daily reconciliation of Rooms,

Food, Beverage, and House deposits.

• Oversees and maintains the Over/Short log.

• Maintains controls for all cashier banks in the hotel.

• Oversees the Accounts Receivable function including but not limited to the proper posting of all

city ledger payments daily according to the Daily Mail Cash Receipts (DMCR) and ensuring a

trace system is in place for AR collection calls.

• Reviews all bank deposits, “Due Backs,” and bank change orders and ensures they are handled

according to company standards.

• Maintains responsibility for the billing of accounts receivables daily.

• Responsible for the Hotel Credit Policy and detailed knowledge of Hotel receivables.

• Conducts credit meeting weekly with the accounting team and monthly with General Manager.

• Maintains record of approved direct billing accounts.

• Processes returned checks and credit card chargebacks according to company

standards.

• Performs the Accounts Receivable Balancing function at least once each month.

• Maintains the Special Operating Account and the Petty Cash Fund according to company standards.

• Vouchers A&G and PT & EB invoices utilizing the Purchas Order and Checkbook Accounting

procedures according to company standards.

• Ensures all hotel invoices are submitted to Corporate Accounts Payable weekly.

• Performs the Income Audit on a daily basis, using the Income Audit Checklist to maintain and

ensure the accuracy of the Income/Flash Reports.

• Ensures that the Daily Income Journal (DIJ) is completely accurately each day and submitted to

corporate per company’s standards.

• Reconcile Credit Cards and cash daily.

• Prepares and submits the Corporate Flash Report on the dates specified in the Monthly

CENTRAL ACCOUNTING Calendar.

• Completes monthly checklist and sends in month-end package according to CENTRAL

ACCOUNTING calendar.

• Monitors the Front Office and Night Audit agents’ work for proper accounting procedures.

• Oversees the training of all Night Audit personnel in regards to their accounting related

responsibilities.

• Processes bi-weekly payroll and be prepared for transmission.

• Ensures all new hire paperwork and any employee changes are processed on PAFs and

submitted in to Payroll in a timely manner.

• Produces weekly productivity every Tuesday, as required.

• Computes worked hours for payroll compilation.

• Ensures associates are at all times attentive, friendly, helpful and courteous to all guests, all other

associates and management.

• Property applies state and local laws affecting payroll, wage & hour, taxes, etc.

• Records requests for associate benefits, and monitors use (i.e. vacation time, employee benefit

room nights, sick time, etc.).

• Responsible for records storage management in accordance with company standards.

• Maintains a professional working relationship and promotes open lines of communication with

managers, employees and other departments.

• Familiar with the company’s Standard Operation Procedures in Accounting, Human

Resources and Loss Prevention, and house rules including appropriate hospitality terminology;

Encourages awareness among other hotel managers.

• Attends weekly staff meetings and provides training on a rotational basis, using the steps to

effective training according to company’s standards.

• Participates in required MOD coverage, as scheduled.

• Maintains confidentiality of sensitive information, as appropriate.

• Performs random house bank audits a minimum of once per month.

• Assists in the counting of food, beverage, and guest supplies inventories.

• Assists the Director of Finance and GM in reviewing the general ledger and financial statements

with the various department heads.

• Assists in developing Night Audit staff for promotion within the hotel and/or company.

• Performs any other duties as requested by the Director of Finance and General Manager.