Assistant Finance Manager

Main Purpose of Job:
 
1. To deputise for the Finance Manager and create a working environment that supports organisational and brand values.
2. To ensure that guidelines are followed at all times in accordance with current Xxxxxx Policies and Procedures.
 
 
Duties and Responsibilities:
 
1. To assist the Finance Manager as requested and deputise for her in her absence.
2. To supervise the day to day running of the Accounts Office and be available for all members of the Accounts Team requiring assistance & support either practically or in an advisory capacity.  To provide holiday / sickness cover as required by the Finance Manager.
3. To carry out the banking daily and ensure it is ready for collection by Securicor before the specified time.
4. To accurately complete the Weekly Banking, PDQ & Unpaired Items reports to the standard required and ensure they are posted and cc:mailed within the deadline set by Head Office. 
5. To carry out recorded checks of all floats held within the hotel randomly but ensuring they are all carried out at least once per month.  The Float Check Record sheets are to be passed to the Finance Manager in order to satisfy audit requirements.
6. To oversee the accounting controls and records of the food and liquor systems and ensure accuracy in the Gross Profit Results – Food, weekly & Liquor, monthly.
7. To ensure accuracy of hotel revenue and statistics by liaison with Night Audit and verification of figures.  To prepare the monthly statistics and revenue analysis daily for input into Oracle monthly.
8. To control the Petty Cash float, along with the Finance Manager, ensuring Petty Cash Returns are submitted to Head Office either when £300 has been paid out or once per month, whichever occurs first and that the authorised level of the Petty Cash tin is maintained. 
9. To prepare the Weekly Forecast of Revenue and payroll.  Record the Weekly Actual Revenue and Payroll figures and to produce reports as required for HODs, FM, GM, Regional GM and Head Office as requested – within the deadlines set.
10. To investigate fully all Returned Cheque / Disputed Credit Card Charge queries from Head Office and provide honest, accurate and complete answers to the Banks / Credit Card companies concerned within the deadlines specified.  To ensure Head Office are kept informed of all correspondence relating to these queries.  To process any necessary adjustments.
11. To maintain the Purchase Ledger.  Ensure accurate completion of Purchase Orders, monitoring expenditure within targets set & submitting to the General Manager for authorisation.  Match delivery notes and invoices to purchase orders ensuring accuracy at all times.  Investigating discrepancies.  Timely batching of sundry invoices.  Reconciliation of Supplier Statements.  Dealing with queries from suppliers.  Preparation of monthly accruals of deliveries / invoices.
12. To be the representative for the Accounts Department on the Hotel’s Health & Safety Committee.  To attend meetings as required and commit to actions to improve the Health & Safety of the Accounts Department in particular and the Hotel as a whole. To hold monthly Health & Safety training sessions at Accounts Department Communication Meetings.
13. To ensure the TAP system for paying Travel Agents’ Commission is maintained as required to the standards required by Head Office.
General
14. To ensure all work is filed in a logical order each day so that information is readily available for anyone to access (providing they are authorised to do so).
15. To ensure all queries received are answered on the same working day or, if this is not possible, the person is contacted with a time they can expect to receive an answer.  To process adjustments as necessary.
Standard
16. To attend statutory training sessions as requested (Fire, Health & Safety).  Understand the relevant legislation and the implications on the operation of the department.
17. Ensure that safe and healthy working practices are implemented at all times.
18. To carry out any other reasonable duty as directed by management.