Assistant Director of Finance | Rose Wood

Overview: The Assistant Director of Finance is responsible for directly managing the Accounting Department’s daily activities.  This role is instrumental in ensuring the accurate processing of financial transactions, optimizing cash flow, and maintaining positive relationships with guests and vendors. The Assistant Director of Finance is a key contributor to the financial stability of the hotel and will work with cross-functional teams to streamline processes, provide guidance and improve overall financial performance. You will assist with preparing an accurate financial statement each month and helping with balance sheet reconciliations.

• Maintain complete knowledge of and comply with all Rosewood departmental policies, service procedures and hotel standards.

• Ensure that standards are maintained at a superior level on a daily basis.

• Coordinate the month-end closing process.

• Prepare journal entries in accordance with required procedures.

• Prepare Balance Sheet Reconciliation’s on a monthly basis; provide backup for each account.

• Clear reconciling items within 30 days.

• Hire, coach, counsel and motivate Accounting Staff.

• Ensure general ledger accounts adhere to Uniform Chart of Accounts and company policy.

• Count General Cashier Safe no less than once a month; report results to DFBP.

• Prepare 8027 filing by February 28th of each year to report employee tips, as well as sending quarterly reports to the OWH Tip Portal.

• Ensure 1099’s are filed with the IRS and distributed to vendors by January 31st.

• Ensure W2’s are filed by January 31st.

• Maintain and update contract database and vendor database. This includes cancelling contracts before auto renewal if necessary, ensure proper signature/approval/terms, and collecting and verifying vendor information before creating in the SUN Accounting system and Birchstreet purchasing system.

• Ensure all taxes (sales, occupancy, etc.) are filed and prepared accurately each month, and amounts are reconciled to what has been collected in the GL. Maintain a tax calendar noting due dates each year for timely filing.

• Prepare and assist with annual public accounting firm audit of books and records, owner audits, tax/government audits including defending any inaccuracies presented by the auditor, worker’s compensation audits, 401k audits, and corporate office audits.

• Prepare annual performance reviews of staff.

• Cover responsibilities of DFBP in their absence.

• Participate in required meetings, such as morning stand-ups, monthly credit meetings, weekly BEO meetings, weekly Finance stand-ups, etc.

• Process payroll on a bi-weekly basis and handle all payroll reporting and journal entries.

• Maintain Accounts Receivable by billing clients and guests and preparing related month-end journals, ensuring the Guest and City Ledgers are in line with Rosewood standards. 

• Perform any special projects required by DFBP.

• Perform a self-audit on one Accounting position each month following the Rosewood OMR standards.

• Maintain end of month work papers in organized and easily accessible files, ensuring completeness and accuracy.

• Balance each month intercompany accounts.

• Assist in the preparation of budget and forecasts; help to maintain compliance to budget guidelines.

• Maintain/update the check book within Birchstreet.

• Assist with Financial trainings on SOP and Birchstreet PO system. 

• Must be able to be flexible with working hours, especially during month end closing to include weekends and holidays.

• All other duties as required.

*The list of responsibilities is illustrative only and is not a comprehensive listing of all functions and tasks performed by this position. The company reserves the right to add, remove or alter duties when business need dictates.

Qualifications:

• Experience: Minimum two years’ experience in hotel accounting.

• Education: College degree in Accounting or at least 4 years’ experience in ADOF role within a hotel.

• General Skills: Must be able to perform job functions with attention to detail, speed and accuracy; prioritize, organize and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guest’s service needs; work cohesively with co-workers as part of a team; work with minimal supervision; maintain confidentiality of guest information and pertinent hotel data.

• Technical Skills: Ability to input and access information into all hotel systems; ability to maintain concentration and think clearly; ability to prioritize, organize and follow-up; ability to promote positive relations with staff; ability to maintain confidentiality of Accounting information; ability to perform job functions with minimal supervision; ability to remain stationary at assigned post for extended periods of time; ability to focus on details and resolve numerical problems; ability to work cohesively with other departments and co-workers as part of a team; ability to perform multiple tasks at one time.

• Language: Required to speak, read and write English, with fluency in other languages preferred.

• Physical Requirements: Must be able to exert physical effort in transporting a minimum of 35 pounds, endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, and satisfactorily communicate with guests and co-workers to their understanding.

• Schedule: Onsite Office hours- must be flexible with working hours, especially during month end closing to include weekends and holidays.

• Licenses & Certifications: None required.