The main responsibilities and tasks of this position are listed as, but not limited to the following:
Part 1: Administrator (Confidential role)
- Assist the Director of Finance & Business Support in the general administration of the Finance Department.
- Take charge and stamp all incoming mail before directing to the sections concerned.
- Take down minutes of finance meetings and prepare correspondence.
- Assist and maintain proper record of Critical Date List, which include licenses/permits as well as contracts and other key hotel documents and ensure timely renewals.
- Sort and route outgoing documents for the relevant authorities to sign (eg. cheques, purchase orders).
- Keep and maintain a proper filing system & records for
- Internal - the general files of the Director of Finance & Business Support and the Finance Department.
- External – liaise and coordinate the sending & retrieving of documents with the document storage company, Data Depot.
- Disseminate relevant information to all sections of the Finance Department.
- Monitor the usage and upkeep of office equipment such as photocopier machines, fax machines, shredder, etc.
- Manage and maintain the attendance record in Time Management System for the Finance Department.
- Replenish and maintain all office supplies, including Forms, stationery, etc.
- Any other adhoc duties as and when assigned by the Management.
Part 2: General Cashier
- Ensure that daily collections are submitted by all Front Office and Food & Beverage Cashiers on duty either personally, via the Cash Recycling machine or through Drop Safe.
- Perform daily verification of the total inventory in the Cash Recycling Machine and General Cashier’s cash float.
- Perform surprise Cash counts of the Emergency floats.
- For manual submission (if Cash Recycling Machine is out-of-order), to ensure that all collections are properly placed in sealed Cashier’s envelopes and witnessed by a Front Office staff in accordance with the Finance Policy. Retrieve Cashiers’ envelopes from Drop Safe in the presence of a witness. Count the number of envelopes to make sure it tallies against the remittance control sheet. Any discrepancy should be reported, followed up and resolved immediately.
- Keep total daily collections in the General Cashier’s safe after counting. File cashiers’ envelopes with General Cashier Report for the Accountant’s verification.
- Prepare the General Cashier’s Report and journal for posting into General Ledger daily.
- Prepare deposit slips and go to the bank regularly to bank-in of collections accompanied by Security.
- Submit Petty Cash Replenishment Report to the Accountant for verification. Forward the Petty Cash Replenishment Report to the AP Executive for him/her to replenish the float.
- Issue cash float, set up thumb print & password in the Cash Recycle Machine for new TMs after obtaining approval from the Director of Finance & Business Support. Submit payment voucher to the AP Executive for him/her to replenish the float.
- Manage and monitor Cash Recycle Machine users are existing staff and removed user who has resigned. Ensure float is returned on their last working day.
- Purge cash in Cash Recycle Machine and General Cashier’s Safe for surprise count witness by Accountant.
- Prepare monthly Balance Sheet Reconciliation for House Bank and Cash Overage/Shortage Report.
- Any other adhoc duties as and when assigned by the Management.
Part 3: Purchasing
- Sourcing of products requested by department and obtain at least 3 competitive quotes from the suppliers.
- Check and ensure specifications of characteristics in all products required, keep up-to-date file for easy reference and send to suppliers.
- Prepare comparative analysis of suppliers’ prices. To tabulate all quotations and come up with price comparisons across suppliers.
- Create article code, vendor data and updating of price code in purchasing template and Purchasing system.
- Sending out of purchase orders (market lists, beverages, and general supplies) to suppliers.
- Ensure all purchase requisitions and orders are handled on time. Respond immediately to order or supply arising to out of stock, late delivery, and shortage of stock in the market.
- Perform any other duties as may be assigned by the Purchasing Manager from time to time.
