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Job Summary
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The Administrative Coordinator provides operational and financial support across Property Operations, Administration, Lodging, and Food & Beverage. Responsibilities include daily financial reporting, cash drop reconciliation, vendor billing and coding, accounts receivable processing, and maintaining internal controls. The role also manages contracts, supports budgeting and capital projects, oversees office administration and interdepartmental communication, and assists with Hilton system postings. Acting as an independent check and balance, this position ensures accuracy, efficiency, and integrity while collaborating closely with Operations, Corporate Accounting, and property leadership.
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Primary Responsibilities & Essential Functions
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- Handling basic bookkeeping tasks including, but not limited to, coding, submitting, and auditing invoices
- Maintain records, documents, reports and finical systems
- Prepare reports, variance analyses, and presentations for senior leadership
- Develop and monitor Food & Beverage reports related to wastage, pilferage, and efficiency
- Prepare variance analysis for Food & Beverage and Property Operations, communicating with relevant parties
- Manage vendor relationships, audit statements and accounts for outstanding billing and keep up to date
- Verify property checkbooks to financial reporting system postings to monitor and ensure accuracy
- Review Hilton PMS allowance reports, AR accounts, guest refund accounts, and post corrections and payments
- Post Hilton Honors invoices reimbursements and advanced Purchase payments
- Assist with AR processes such as sending invoices and collecting payments, including Crew business
- Support month-end close, audits, and capital expenditure documentation and tracking
- Assist with fixed asset tracking and capital rolling plan monitoring and updating
- Maintain operational systems, schedules, and payments with department leaders
- Coordinate with Food & Beverage, Rooms, Finance, and Corporate Accounting to resolve issues pertaining to these departments
- Ensure Hilton standards are adhered to and provide support during QA
- Manage office operations including phones, records, security, and organization
- Assisting with guest communications platforms, tracking metrics, and reporting
- Develop and implement process improvements, polices, and procedures
- Producing reports, composing correspondence, and drafting new contracts
- Support interdepartmental communication, special projects, task forces, and committees as assigned
- All other duties as assigned
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