Accounting Analyst Clerk

CPH Management•San Juan, PR

About The Position

This role involves a variety of accounting and clerical tasks to support the hotel's financial operations. Key responsibilities include handling internal and external communications, managing financial records, processing invoices and payments, reconciling accounts, and assisting with audits. The position requires attention to detail, accuracy, and the ability to work collaboratively with various departments to ensure smooth financial operations and excellent guest service.

Requirements

High School Diploma or equivalent
Proficient in MS Excel, Word and Outlook
Fully Bilingual

Responsibilities

Answer all internal and external calls after three rings.
Answer customer service calls and complete phone request form.
Act in accordance with fire, health and safety regulations on property and follow the correct procedures when required.
Attend staff meetings pertinent to work assignments.
Perform any other tasks assigned by General Manager or Director of Finance.
Collaborate with departments to resolve disputes.
Collaborate with manager to establish specific goals and plans to prioritize, organize and accomplish project/department goals.
Complete month-end responsibilities.
Coordinate receiving tickets, purchase orders and invoices for proper coding and approval signature.
Develop and maintain constructive and cooperative working relationships with other departments.
Ensure sufficient funds are on hand for daily hotel operation.
Provide change to hotel staff.
Execute internal control over revenues, expenses, assets and liabilities of the hotel.
Fax, photocopy and file.
Inventory daily deposits from cashiers and bartenders.
Maintain files to comply with the record retention schedule for registration cards, guests checks etc.
Maintain record of payments and ensure vendors files are in proper order.
Perform any duties and responsibilities asked by the Director of Finance and/or Assistant Director of Finance based upon department needs.
Participate in special projects, team training and development.
Participate in the production of monthly accounts as directed.
Perform applicable retained Accounts Receivable, Accounts Payable, Payroll and General Accounting functions.
Report results to others and aid others to understand financial matters.
Research and respond to information requests from internal departments and management.
Respond to guest inquiries, charge inquiries and requests in a timely, friendly and efficient manner to support continuing effort to deliver outstanding guest service and financial profitability.
Send copies of guest folios on a timely basis via fax or mail.
Verify that all tickets, purchase orders and invoices for proper coding and approval signature.
Assist in managing revenues received and dispersed including accounts receivable, accounts payable, audit, General Ledger reporting.
Cash handling functions for the hotel and reconcile all cash dropped at the front desk.
Assist with financial and tax audits.
Assist with preparing tax returns and corporate reporting requirements.
Assist Director of Finance with completing the year-end audit process.
Review and approve all reconciliation and audit work papers.
Post city ledger payments in property management system, reconcile and bill all city ledger accounts.
Perform follow-up billing and credit collection documentation and inform Controller of any potential uncollected accounts.
Reconcile credit card back-up to General Cashier Summary and inform Controller of any discrepancies.
Bill out credit cards (AMEX, DINERS, etc.) and also maintain accurate and legible logs for all credit cards.
Reconcile bank statements.
Prepare wire transfer confirmations for reimbursable invoices.
Prepare credit card authorizations for American Express, Visa, Master, Diners etc. and send to vendors.
Verify if credit card service charge is billed correctly for all credit card transactions.
Reviewing all ledger details guest ledger, city ledger and deposit ledgers to validate proper payment and revenue posting.
If any imbalance or difference found on the ledger then co-ordinate with the PMS team to resolving the same.
Review the postings, payments, revenue and guest balance reports on a daily basis.
Ensure correct taxation are applied on all billing software like Property Management systems (PMS), Point of Sale (POS).
Maintain accounting databases by entering data into the accounting program.
Assist with reimbursable invoicing.
Set up new accounts in accordance with established credit policy.
Assign unique AR number to new approved accounts on both PMS and Back-office software.
Assist in reconciling open account status items.
Input General Cashier Summary and maintain binder.
File and distribute credit card cancellations, bulletins and credit warnings.
Process and follow-up on all returned checks accepted as cash payment.
Record General Ledger and City Ledger reconciliation.
Process authorizes purchase requests as needed.
Rotating monthly audits of inventories / Enter final inventory totals into spreadsheet.
Maintain Office supplies and order as needed.
Preparing invoices for payment.
Ensuring all bills are paid in a timely and accurate manner.
Assisting with accounts receivable function in direct billing, credit checking clients, billing guests, handling collections and ensuring a high level of performance and accuracy.
Handling communications with vendors, clients, and internal departments.
Assisting with inventory, database, and record maintenance.
Issuing checks and making deposits.
Maintaining accurate records of all income and receipts for the hotel.
Processing invoices, payments, and refunds in a timely and efficient manner.
Reconciling daily transactions and preparing monthly reports.
Processing invoices and payments for the hotel.
Verifying invoices, coding invoices, and entering invoices into the hotel's accounting system.
Reconciling statements and processing payments.
Computing, recording, collecting, analyzing and verifying numerical data for use in maintaining accounting records of the financial operations of the hotel.