Finance Assistant

Posting Date Nov 22, 2021
Job Number 21137480
Job Category Finance & Accounting
Location Aloft London Excel, One Eastern Gateway, London, London, United Kingdom VIEW ON MAP
Brand Aloft Hotels
Schedule Full-Time
Relocation? N
Position Type Non-Management
Located Remotely? N

At Aloft Hotels we’re wired for next generation travelers who love open spaces, open thinking, and open expression. Aloft provides a space where style is necessary, social scenes are vibrant, and where the only direction is forward. Our guests are tech savvy and confidently social, with an eclectic style they’re not afraid to show. We understand what our guests need, so we provide an affordable option for the tech-savvy design guru. We’re looking for innovative self-expressers who aren’t afraid to draw outside the lines. If you are someone who appreciates tech-forward features and vibrant social scenes, then we invite you to explore a career with Aloft Hotels.

FINANCE ASSISTANT JOB FUNCTIONS

Accounts Receivable / Sales Ledger tasks

• Complete all direct billing ensuring correct back up is attached
• Apply all payments accurately, in a timely manner
• Chase all outstanding invoices, ensuring prompt payment in line with payment terms.
• Make chase notes in Opera, so that clear records are kept of conversations and expected payment dates
• Validate and check all event and group invoices and back up, to ensure that all revenue has been correctly raised and billed to the correct client
• Liaise and answer client queries in a professional and courteous manner
• Process Marriott reward vouchers in a timely manner
• Process and allocate Marriott Reward redemption payments when received on the Wash bill monthly. Allocate accurately.
• Ensure all PM accounts are checked out within 5 days of the completion of the event or group
• Strive to achieve DSCO days and Ageing targets monthly
• Ensure all payment methods and deposits are in place for all events and groups, prior to arrival. Liaise closely with groups and events team on any challenges. Highlight to Finance Manager any specific issues
• Assist the Groups and events team in applying for credit from Shared Service Centre, well in time of the event, wherever possible.
• Know the hotels LSOPs relating to credit management and ensure they are applied in every case
• Ensure completion of month end task list
• Reconcile balance sheets relevant to Accounts Receivable and provide back up in line SOPs

Revenue Controls

• Prepare and issue the Daily E pack in line with SOPs and LSOPs – highlight issues and trends to Finance Manager
• Track responses to E pack and forward to Finance Manager.
• Ensure complimentary rooms for the night and previous night are issued for approval by email daily and approval is granted as per LSOP on the day
• Check all credit card refunds and back up
• Ensure all revenue adjustments are posted in a timely manner with correct and sufficient back up as per LSOP
• Report any usual or suspicious activity to the Finance Manager or Cluster DOF promptly
• Check housekeeping discrepancy report daily and follow up where necessary
• Complete daily reconciliations and prepare for posting if applicable
• Reconcile all miscellaneous revenues

Accounts Payable / Commissions

• Validate CTAC commission on a daily basis and liaise with Shared Service Centre in relation to changes and amendments to CTAC payments
• Manage Groups and Events commissions log, ensuring valid back up is received for all commission accruals (ie contract).
• Reconcile log monthly and post month end accruals in a timely manner , before P&L reviews at month end
• Manage payment for all groups and events commissions, following approval by Events and Groups team – ensuring travel agents are paid swiftly
• Send at least weekly all invoices to Xerox for scanning
• Ensure completion of month end task list
• Liaise with suppliers regarding payment due, where necessary

General Cashiering

• Provide change to associates and managers as required.
• Manage the process of surprise float checks as per standard, maintain records of checks and outcomes/ follow ups
• Ensure security of all cash within your control at all times
• Manage the guest query email address, replying within designated response time to guests in a professional and courteous manner
• Follow guidelines set out on International Procedure for Finance & Accounting Cash 1, (ISOP – Cash 1).
• Report immediately any cash shortages to Finance Manager or control violations
• Ensure completion of month end task list

Other Job Functions:

• Work on one off ad hoc projects as and when required.
• Work closely with the Finance Supervisor & Assistant Director of Finance to provide ongoing support.
• Perform other duties as assigned to meet business needs.
• Follow company and department policies, procedures and audit programs

Education

• Five GCSE or equivalent qualifications including Math’s and English, Accounting / Finance or Hospitality qualification preferred.

OR

• Equivalent combination of education and experience.

Skills And Knowledge

• Timeliness and accuracy in recording and reporting
• Ability to verbally communicate effectively with clients, suppliers and co-workers.
• Flexible hours, (Weekend work may apply during month end / yearend/ late shifts may be require to check floats)
• Ability to follow procedures and LSOPs closely
• Security and safety in work habits
• Hands on approach required
• Flexible team player – and strong communicator.
• Willingness to learn and develop as training will be provided.

Experience

• Administration experience
• Excel skills to Intermediate level
• Knowledge of other Microsoft Office programs
• Opera and Micros experience preferred
• Hotel operations experience preferred