Accounting Specialist & Administrative Coordinator

POSITION SUMMARY

This position is the central accounting support to the department manager. This position should possess high proficiency in A/P, A/R, cash accounting and general ledger.

DUTIES AND RESPONSIBILITIES

Accounts Payable:

• Reconciles all invoices entered by property for completeness and correct coding. Will notify the property of any necessary corrections
• Reconciles monthly vendor statements to vendor invoices received to avoid duplicate payments and maintain a good vendor payment history
• Compiles receipts and determines coding for invoices paid by statement (e.g. credit cards, etc.) Prepares accounts payable checks
• Posts all disbursements and withdrawals to the check register spreadsheets for each bank account and reconciles registers to monthly bank reconciliation and general ledger
• Prints all accounts payable reports and maintains all accounts payable files
• Prepares quarterly sales tax returns for all companies and processes the payment
• Prepares occupancy tax and tourism tax paperwork for all hotels and processes the payment
• Maintains vendor database including the identification of 1099 contractors and the receipt of the appropriate IRS Form
• Prepares and processes annual IRS form 1099-MISC, 1099-INT, and 1096 for distribution to recipients

Accounts Receivable:

• Reconciles accounts receivable direct billings from the hotels to the PMS; sends out statements if needed and interfaces with hotel staff if disputes arise
• Deposits and correctly codes refunds from vendors, COBRA payments, and other receipts outside the normal hotel operations as necessary
• Prepares bank deposit slips and makes bank deposits as necessary
• Accesses electronic banking system on a daily basis to obtain company account balances. Enters daily credit card sales to appropriate worksheet; enters daily activity to the check register spreadsheets for each bank account and reconciles registers to monthly bank reconciliation and general ledger
• Processes Direct Bill Applications and maintains accounting office customer file
• Calls and/or mails correspondence to customers in order to update accounts; obtains and mails invoice copies for customers, if requested

Payroll:

• Audit of timesheets to properties assigned. Notify GM’s when corrections are necessary
• Produce pay period Bonus sheets and enter to appropriate hotel
• Complete all forms needed to complete payroll
• Submit all payrolls until completed
• Send appropriate reports to Cash Manager to cover payrolls for funding
• Complete 401k audit file upload

MINIMUM REQUIREMENTS

• At least two years accounting experience with a focus on A/R, A/P, and Payroll
• High School Diploma or GED
• Proficient in Excel

LANGUAGE SKILLS

• Bilingual in English and Spanish, a plus

CERTIFICATES, LICENSES, PROFESSIONAL DESIGNATIONS

• A clean, valid California driver’s license and maintain required auto insurance

WORKING CONDITIONS

• Position may require working holidays, weekends or evenings depending on workload