Accounting and Finance - Administrative Manager

Hornblower Group Inc.•Newport Beach, CA

21h

About The Position

The successful Administrative Manager provides administrative support to the General Manager and city department heads, is responsible for local accounting duties including cash controls, ensures the timely and accurate processing of accounts payable and receivable.

Requirements

High School diploma or equivalent required
Minimum four (4) years administrative experience with accounting responsibilities (Accounts Payable (A/P) and Accounts Receivable (A/R) experience)
Minimum three (3) years of cash handling experience
Ability to analyze and solve problems
Demonstrated ability to manage multiple priorities/tasks
Ability to establish and maintain effective working relationships
Provide advice/opinion and exercise discretion concerning confidential and sensitive matters
Proficient computer and Microsoft Office skills (especially Word & Excel)

Nice To Haves

Staff management experience preferred
Bachelor’s degree in a related field preferred

Responsibilities

Oversee and execute the city’s Cash Management function, including local checking account, and audits of event daily close-outs, credit card charges, deposits, and petty cash.
Execute the reconciliation and closing of all public cruises & all charter contracts.
Enter onboard sales in reservation system for revenue recognition and audit onboard close-outs for any unusual activity, such as high voids and comps or cash shortages.
Administer timely billing of all direct bill accounts. Assist sales director in monitoring open receivables and collecting on balances due. Submit adjustment requests to Accounting as needed for any closed order corrections needed.
Manage the city’s invoice submission process according to established Company procedures.
Assist Accounting Team with general requests and inquiries related to accounts payable, accounts receivable and general ledger activity.
Generate all month-end reports and accruals according to the schedule established by the Accounting Department.
Track and manage the Administration Department’s monthly expenses. Submit adjustments and corrections and provide explanations for significant variances.
Coordinate the distribution process for paychecks.
Generate manual payroll checks as needed with proper authorization.
Coordinate with People Team to produce Dayforce data metrics to local teams.
Ensure labor law posting requirements are satisfied in office and vessels.
Provide and execute integration/training plan for each new hire, as requested by GM.
Act as liaison between corporate accounting team and local port team for all accounting processes, updates and issues. Attend corporate accounting meetings.
Assist with annual audits.
Maintain proper and thorough documentation and files of all port accounting records.
Maintain positive relationships with other departments (Group Sales, Administration, Food & Beverage, and Marine Operations).
Investigate vendor inquiries, manage vendor invoice submissions, update vendor accounts.
Administer donation and comp pass requests as needed.
Coordinate and ensure all office equipment is functioning, and office equipment repairs, and maintenance occur in a timely manner, including copier and postage machine. Troubleshoot and provide technical support when possible.
Manage purchasing of office supplies and printing including business cards, and stationery, etc.
Act as the secondary contact with landlords.
Act as the city’s primary contact with the IT Department.
Escalate city IT (hardware & software) questions/issues to the IT Department when unable to resolve at the city level.
Assist IT with Coordinating office computer installations, maintenance & repairs in conjunction with the IT Department or outside service vendors when appropriate.
Coordinate service/repair with outside service vendors when appropriate.
Basic training for new crewmembers in log-on procedures, Outlook, OKTA, as appropriate.
Participate in local and fleet wide task forces such as The Respect Service System, and D&I.
Additional job duties as assigned.