Accounting Administrative Assistant

Description

JOB SUMMARY

• Process payments of hotel bills after verifying that all documents are accurate as to items, price, extensions and proper receiving and approval by the department head. 
• Maintains Sales/Group Billing files in an organized fashion and as per specified standards.
• Maintains Accounts Coverage Program as applicable.
• Answers phones; qualifies incoming inquiry calls and ensures all inquiries are dealt with accurately timely and in a professional manner.
• Maintains Sales system (i.e. CI/TY.) digital documents and ensures consistent, accurate and working properly.
• Maintains timely and effective paper flow and communication within department and to other departments.
• Maintains flow of sales contracts when it specifically pertains to group billing process (i.e. Deposits, Direct Bill applications, CC authorization management and Final Bill production) 
  • Review the Final Bill Review packet at the conclusion of each group event.
  • Create and send out the Final Bill to the client to close out bookings.
  • Process deposits as required per contract and track deposits due.
  • Process and manage follow-up communication regarding Direct Bill applications for groups.
• Maintain and ensure internal controls, including but not limited to Accounts Receivable, Accounts Payable, Income Auditing, General Accounting, and Cashiers.
• Process and post payments as needed and handle any outstanding accounts due to the hotel from past events.
• Issue refunds as needed.
• Handle chargebacks and research billing disputes, partial payments.
• Perform daily Accounts Receivable reports and reconcile Accounts Receivable accounts.
• Handle all customer inquiries regarding billing and complete all requests for receipt copies.
• Complete Accounts Receivable End of Month (EOM) and Preliminary reports.
• Assist with administrative month-end close procedures.
• Any other duties as assigned by Controller or entire management staff specific to respective property.
• Adheres to all company policies and procedures.
• Follows safety and security procedures and rules.
• Knows department fire prevention and emergency procedures.
• Reports unsafe conditions to management.
• Reports accidents, injuries, near misses, property damage or loss to supervisor.
• Provides for a safe work environment by following all safety and security procedures and rules.
• Maintains high standards of personal appearance and grooming which include compliance with the Marriott Mission Valley dress code and wearing name tag when working (per brand standards).
• Complies at all times with Marriott Mission Valley standards and regulations to encourage safe and efficient hotel operations.

Qualifications

KNOWLEDGE, SKILLS & ABILITIES

• Any combination of education and experience equivalent and graduation from high school or any other combination of education, training or experience that provides the required knowledge skills and abilities.  High school diploma preferred. Prior hospitality experience preferred.
• Knowledge of Marriott systems would be a big plus.
• Intermediate or advanced knowledge of Microsoft Office.
• Ability to access and accurately input information into a computer.
• Ability to follow written/and verbal instructions.
• Ability to set-up and maintain digital filing systems.
• Considerable skill in the use of a calculator and prepare moderately complex mathematical calculations without error.
• Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact and diplomacy.
• Ability to read, listen, and communicate effectively in English, both verbally and in writing.
• Ability to access and accurately input information using a moderately complex computer system.

PHYSICAL DEMANDS

• Ability to sit and/or stand continuously to perform essential job functions for a duration of the shift.
• Occasional twisting, bending, stooping, reaching, standing, walking
• Ability to lift 25 pounds.
• Frequent talking, hearing, seeing and smiling.