Finance Executive - Purchasing & General Cashier

JOB OVERVIEW

The Finance Executive, under the direct supervision of the Accountant, Asst. Finance and Business Support Manager, will be in charge of overseeing the Finance function at the hotel and support the purchasing and general cashier functions. He is responsible in ensuring all policy and procedure for translating the business plan into the material and service requirement of the hotel and plans and executes their acquisition storage, and issuance and the timely preparation of the daily banking of cash, the General Cashier Summary and processing petty cash. He ensures all control procedures are in place relating to purchasing and general cashiering processes.

DUTIES AND RESPONSIBILITIES

Financial Returns:

• Daily banking activities, including opening, counting and closing.
• Ensures all receipts for the shift are properly recorded, balanced and deposited in the hotel's drop­ safe, i.e. daily cash drop sheet is duly completed.
• Prepare daily general cashier summary and ensure amount to be deposited into the bank balance with the collections.
• Analyze and investigate overages and shortages from cashiers.
• Prepare overages and shortages summary, balance monthly for submission.
• Manage and prepare all house bank contracts.
• Ensure all necessary documents are attached and process petty cash reimbursement as required and reconcile on a weekly basis.
• Escalate cashiering problems, cashiers' overages, shortages and reconcile any discrepancies.
• Translates operating forecasts into material requirements plans and thereby determines standard stock and re-order levels with Department Heads and Management
• Maintain and update market list for daily ordering
• Ensure prompt ordering for food and beverage supplies for kitchens
• Participates in negotiations for service contracts
• Maintain and update contract log and a proper filing system
• Identifies and develops reliable sources of supply
• Identifies and organizes adequate storage for all perpetual inventory items and implements corporate policy, products and initiatives in order to maximize cost effectiveness
• Establishes adequate record keeping and issuance procedures
• Maintain and update capital purchase listing (CAPEX/FF&E)
• Maintain and update CAPEX log
• Ensure all FF&E purchase inline with budgeted CAPEX
• Ensure all locations of FF&E are properly recorded in the system
• Ensure all FF&E are properly tagged
• Protects inventories from waste, spoilage and theft
• Keeps abreast of the marketplace as to innovation and value
• Processes purchase requests from departments
• Obtains three competitive quotations and bids
• Ensure physical stock take is conducted as scheduled
• Produces purchase order for receiver to match against goods received
• Place approved orders
• Establishes standard purchasing specifications
• Ensures products and resources are assigned to the appropriate department and billed accordingly
• Supervises the hotels print shop to ensure timely and economical production of printed material
• Ensures that market surveys are completed in coordination with the Chef
• Ensure all controls are in compliance with internal/external audit requirements
• Performs other duties as required

People:

• Work with relevant team members to ensure compliance in finance policies and procedures.
• Interact with department and hotel staff in a professional and positive manner to foster good rapport, promote team spirit and ensure effective 2 way communication.
• Work better together with the other Finance team member, taking over the duties when he/she is not available.

Guest Experience:

• Shares information with other readily to help everyone work together better for the internal and external guests.
• Build and maintain positive relationships with all internal customers and guests in order to exceed their needs.
• Anticipate guests' needs, handle enquires and solve problems.

Responsible Business:

• Support the hotel's corporate responsibility initiatives in the areas of community involvement, environment management, workplace health & safety and food safety, drive action plans as required to achieve hotel corporate responsibility objectives.
• To achieve minimum90% in CSA for Purchasing and General Cashier sections.
• Schedule periodic spot checks in accordance to CSA requirements, i.e. surprise cash count float, beverage par stock, operating equipment count.

ACCOUNTABILITY

This role has the key responsibility for the purchasing and general cashier functions in the hotel. Reporting directly to the Assistant Finance and Business Support Manager to ensure all procedures are in place relating to the purchasing and general cashier processes.

QUALIFICATIONS AND REQUIREMENTS

• High School Diploma/ secondary education / equivalent plus 2 years of experience in hotel industry. Preferably speaks fluent English. Other languages preferred.