Accounting Administrative Assistant

DESCRIPTION

Position Summary

The Accounting Administrative Assistant supports the hotel's financial and administrative operations by maintaining accurate records, processing invoices, reconciling transactions, and assisting with daily accounting tasks. This position plays an important role in ensuring financial accuracy, maintaining compliance with company policies, and supporting the smooth operation of both hotel brands.

The ideal candidate is organized, detail-oriented, trustworthy, and comfortable handling financial information in a fast-paced hospitality environment. They will work closely with hotel leadership, department managers, vendors, and the corporate accounting team.

Key Responsibilities

1. Accounts Payable and Vendor Management

• Receive, review, code, and process vendor invoices in accordance with company procedures.
• Verify invoices against purchase orders, delivery receipts, and approved purchases when applicable.
• Ensure invoices are properly approved before submission for payment.
• Maintain organized digital and physical records of invoices, receipts, purchase orders, and vendor documentation.
• Follow up with vendors and internal departments regarding discrepancies, missing invoices, credits, and outstanding balances.
• Assist with vendor setup and ensure required documentation is collected.
• Monitor invoice due dates and communicate potential payment issues to management.
• Help ensure purchases are properly documented and follow company purchasing policies.

2. Daily Revenue and Financial Reconciliation

• Assist with reviewing daily revenue reports, hotel transactions, and supporting documentation.
• Reconcile cash, credit card transactions, and other payment records against system reports.
• Review discrepancies between property management system reports, payment processing reports, and accounting records.
• Assist with reviewing refunds, adjustments, chargebacks, and other financial transactions.
• Verify supporting documentation for adjustments and ensure appropriate approvals are obtained.
• Maintain accurate records and promptly report irregularities or discrepancies to management.

3. Accounts Receivable and Billing Support

• Assist with reviewing guest billing, direct-bill accounts, and outstanding balances.
• Support the preparation and organization of invoices, folios, and other billing documentation.
• Follow up on missing documentation and unresolved billing discrepancies.
• Assist with monitoring outstanding receivables and communicating payment concerns to management.
• Help ensure billing records are accurate and properly maintained.

4. General Accounting and Month-End Support

• Assist with preparing documentation for month-end closing and financial reporting.
• Organize invoices, receipts, statements, reconciliations, and other supporting documents.
• Assist with reconciling vendor statements and identifying missing invoices or credits.
• Support expense tracking and the allocation of expenses to the appropriate departments or accounts.
• Help maintain accurate records of hotel purchases and operating expenses.
• Prepare reports and spreadsheets as requested by hotel management or corporate accounting.
• Assist with audits and internal financial reviews by gathering requested documentation.

5. Purchasing and Expense Control

• Maintain records of purchase orders, approved purchases, and vendor invoices.
• Track orders and follow up on outstanding deliveries or missing receipts.
• Assist department managers with collecting the documentation required for expense reimbursement and purchasing approvals.
• Help identify duplicate invoices, billing errors, and opportunities to reduce unnecessary expenses.
• Support inventory-related administrative tasks when needed.
• Ensure purchases are properly documented and aligned with approved budgets and company policies.

6. Compliance and Internal Controls

• Follow company accounting procedures, approval requirements, and internal control standards.
• Maintain confidentiality when handling financial, guest, vendor, and employee information.
• Ensure financial documentation is complete, accurate, and readily accessible.
• Report discrepancies, unusual transactions, missing documentation, or potential policy violations promptly.
• Support compliance with company policies, Hilton brand standards where applicable, and relevant accounting procedures.

Qualifications and Requirements

• Previous experience in accounting, bookkeeping, accounts payable, accounts receivable, or administrative finance preferred.
• Experience in hospitality or hotel operations is an advantage.
• Basic understanding of accounting principles and financial documentation.
• Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications.
• Ability to learn and work with accounting platforms, hotel systems, and electronic invoice management tools.
• Strong organizational skills and attention to detail.
• Excellent time management and ability to prioritize multiple deadlines.
• Strong written and verbal communication skills.
• Ability to work independently while collaborating effectively with hotel leadership and other departments.
• High level of integrity, discretion, and professionalism when handling confidential information.

REQUIREMENTS

• accounting
• admin

The Vista Host Promise: We will inspire unlimited potential for every Vista Host associate and hotel guest. We will do this by serving all whom we encounter with genuine kindness and exceptional hospitality. With these efforts, we will empower, and always advocate for, every person's experience to result in their heartfelt desire to return.