Receptionist/Accounting Assistant

Hersha Hospitality Management LP•Miami, FL

12d

About The Position

Overview Opportunity: Receptionist/Accounting Assistant Greet and assist visitors both in person and via the telephone and direct to the appropriate person in a hospitable manner. Assist with various administrative tasks to support the overall operation of the office. Complete accounts payable and accounting duties. Essential Job Functions Answer and direct phone calls on multi-lined phone system ensuring all incoming calls are answered promptly and professionally. Greet visitors upon arrival and notify necessary parties of the arrival. Monitor and schedule conference room meetings, coordinating specific Information Technology requirements, as necessary. Sort and distribute mail and shipments promptly. Make copies, collate, bind, staple, and file documents and reports as needed. Monitor front desk reception area, refilling company brochures and maintaining general appearance. Monitor break room supplies and maintain overall condition. Prepare coffee/beverages for guests and maintain stock and cleanliness of related machines and supplies. Provide administrative support to partners and other colleagues, as required, and perform related clerical work such as word processing, document preparation, binding, correspondence preparation, etc. Monitor fax machine and distribute incoming faxes to the appropriate individual. Prepare all outgoing mail for pickup, and proactively order all necessary supplies. Generate shipment labels and contact vendors for courier service, as necessary. Deposit all checks via use of thebanks’ online check deposit systems and scan, log and file al check deposits. Maintain and update the internal phone list, and, as necessary, the list of managed and owned properties. Maintain log of security passes for guests and associates. Assist with tax returns, preparing certified receipts, and maintaining saved files on the shared drives. Assist with scheduling and administrative tasks related to the company vehicles. Complete special administration based projects as assigned. Follow sustainability guidelines and practices related to HHM’s EarthView program. Practice safe work habits. Perform other duties as requested by management. Review all invoices for appropriate documentation and approval prior to payment. Create, print and obtain signatures on all accounts payable checks using Microsoft Dynamics SL. Distribute signed checks as required. Act as a liaison between corporate/partners and accounts payable departments. Answer all vendor inquiries. Maintain accounts payable reports, spreadsheets and corporate accounts payable files. Assist Corporate Financial Officers and branch personnel as necessary. Prepare cleared checks for storage. Assist in monthly account closings and bank reconciliations. Prepare analysis of accounts, as required. Perform filing and coping.

Requirements

2-3 years minimum receptionist / admin experience.
Associate Degree in Accounting.
Proficient in use of Outlook, Word, Excel and PowerPoint.

Responsibilities

Answer and direct phone calls on multi-lined phone system ensuring all incoming calls are answered promptly and professionally.
Greet visitors upon arrival and notify necessary parties of the arrival.
Monitor and schedule conference room meetings, coordinating specific Information Technology requirements, as necessary.
Sort and distribute mail and shipments promptly.
Make copies, collate, bind, staple, and file documents and reports as needed.
Monitor front desk reception area, refilling company brochures and maintaining general appearance.
Monitor break room supplies and maintain overall condition.
Prepare coffee/beverages for guests and maintain stock and cleanliness of related machines and supplies.
Provide administrative support to partners and other colleagues, as required, and perform related clerical work such as word processing, document preparation, binding, correspondence preparation, etc.
Monitor fax machine and distribute incoming faxes to the appropriate individual.
Prepare all outgoing mail for pickup, and proactively order all necessary supplies.
Generate shipment labels and contact vendors for courier service, as necessary.
Deposit all checks via use of thebanks’ online check deposit systems and scan, log and file al check deposits.
Maintain and update the internal phone list, and, as necessary, the list of managed and owned properties.
Maintain log of security passes for guests and associates.
Assist with tax returns, preparing certified receipts, and maintaining saved files on the shared drives.
Assist with scheduling and administrative tasks related to the company vehicles.
Complete special administration based projects as assigned.
Follow sustainability guidelines and practices related to HHM’s EarthView program.
Practice safe work habits.
Perform other duties as requested by management.
Review all invoices for appropriate documentation and approval prior to payment.
Create, print and obtain signatures on all accounts payable checks using Microsoft Dynamics SL.
Distribute signed checks as required.
Act as a liaison between corporate/partners and accounts payable departments.
Answer all vendor inquiries.
Maintain accounts payable reports, spreadsheets and corporate accounts payable files.
Assist Corporate Financial Officers and branch personnel as necessary.
Prepare cleared checks for storage.
Assist in monthly account closings and bank reconciliations.
Prepare analysis of accounts, as required.
Perform filing and coping.