Administrative Assistant - Big Sur

Guest Services, Inc.•Big Sur, CA

23h

About The Position

The Administrative Assistant supports accounting and administrative operations for Big Sur Lodge, receiving direction from the Operations Director or General Manager. The position helps ensure accurate and timely accounting practices, maintains confidential and secure departmental files, and provides data and administrative support to executives and operating teams. Responsibilities include accounting analysis, forecasting, and reporting; capital expenditure tracking and documentation; support for retail inventory controls; rate-tier implementation; and development of monthly financial performance reporting across the region. The role also assists with accounting compliance, recordkeeping, accounts payable, daily cash reports, payroll, transfers, reservation deposits, inventories, deposits, bank pickups, credit-card disputes, and cash-report corrections. Administrative support includes coordinating office supplies, maintaining files, sorting mail, arranging travel, and recording meeting notes. Other related duties may be assigned.

Responsibilities

Conduct general accounting analysis, forecasting, and reporting, including financial, labor-statistics, revenue-forecast, maintenance-reserve, and capital-expenditure tracking.
Develop and maintain capital expenditure project tracking reports with monthly recaps and spending forecasts.
Complete documentation for Capital Expenditure Requests and equipment purchases, process related invoices, and monitor account balances.
Assist the Retail Department with inventory controls, including cycle counting.
Implement a rate-tier structure intended to support maximum occupancy, maintain rate integrity, and obtain an appropriate rate structure by day.
Enhance and implement a monthly Financial Performance Matrix comparing results with the prior year for Mount Rainier, Big Sur, Lake Roosevelt, and North Cascades.
Work with the Managing Director to identify opportunities and reporting needs for the team.
Assist with compliance with general accounting procedures and company policies, including compliance, training, and reporting.
Process and maintain records for accounts payable, daily cash reports, payroll, transfers, advance reservation deposits, inventories, and other prescribed activities; submit required documents on time.
Assist units with cash reports by entering information, identifying and investigating errors, and correcting them; ensure reports and related documents meet corporate requirements.
Coordinate with guests and financial institutions to address credit-card disputes and duplicate charges, and provide relevant information as needed.
Compile daily deposits and coordinate bank pickups.
Compile monthly records for submission, including inventories for all departments, and assist with analyzing departmental variances.
Provide administrative support by coordinating office supplies, maintaining files, receiving and sorting mail, arranging travel, and recording meeting notes.
Protect confidential information.
Perform other related duties as directed or required.