Finance Coordinator

QUALIFICATION STANDARDS

• High school diploma or equivalent required; associate or bachelor’s degree in Accounting, Finance, or a related discipline preferred.

• Previous accounting or finance experience required; hospitality experience and familiarity with AP, AR, and cash-handling procedures preferred.

• Strong accuracy, organizational skills, customer service, confidentiality, Excel proficiency, and ability to meet multiple daily and month-end deadlines.

• Working knowledge of hotel PMS, POS, purchasing/AP, and accounting systems preferred.

• Certifications: Not required.

ESSENTIAL FUNCTIONS

Accounts Payable

• Receive, verify, code, and process vendor invoices for proper approvals, purchase orders, receiving support, pricing, quantities, tax treatment, and accounting period.

• Maintain vendor files, W-9 forms, payment and remittance information, and authorized vendor setup/change documentation; escalate suspicious changes or potential duplicate vendors.

• Reconcile vendor statements and investigate missing invoices, duplicate charges, unapplied credits, deposits, prepayments, and payment discrepancies.

• Prepare authorized checks, ACH, or other payment batches for independent approval and release; respond to vendor inquiries and monitor upcoming obligations.

• Assist with open purchase order review, unrecorded liabilities, month-end accruals, AP subledger-to-General Ledger reconciliation, and 1099 support as applicable.

• Maintain organized invoice, approval, payment, and audit documentation; review employee reimbursements when assigned.

Accounts Receivable

• Prepare and issue accurate invoices for groups, meetings, events, corporate accounts, travel partners, and approved direct-bill customers using contracts, banquet event orders, folios, and supporting records.

• Review City Ledger transfers, group master accounts, guest-versus-master allocations, taxes, service charges, concessions, and advance deposits.

• Maintain customer profiles, approved credit terms and limits, billing contacts, exemption certificates, and collection notes.

• Post approved checks, ACH, wires, and credit card receipts to the correct customer accounts; investigate unapplied cash, overpayments, short payments, chargebacks, and disputes.

• Review aging and pursue collections; coordinate with Sales, Catering, Front Office, Reservations, and Food & Beverage to resolve billing discrepancies and escalate delinquent or high-risk accounts.

• Prepare aging and collection reports; support authorized refunds, credits, write-offs, bad-debt documentation, and City Ledger-to-General Ledger reconciliations.

• General Cashier & Cash Controls

  • Collect, verify, count, and document daily cashier deposits and cash drops under dual-control procedures where required.

• • Reconcile daily cash receipts and cashier reports to support point-of-sale, property-management, and accounting records; promptly research shortages and overages.

  • Prepare bank deposits, deposit logs, and secure transfers in accordance with approved cash-handling and armored-car or bank procedures.

  • Administer house banks, cashier bank issuance and return, change funds, and petty cash under approved limits and documented authorizations.

  • Maintain secure custody of cash, checks, deposit supplies, safe access records, and cash-handling documentation; report exceptions or suspected loss immediately.

  • Track bank deposit confirmations, returned checks, and cash-related reconciling items; support bank reconciliation preparation and follow-up, subject to independent review.

  Month-End, Controls & Cross-Functional Support

  • Assist with AP, AR, cash, deposit, and relevant balance sheet schedules, reconciliations, journal-entry support, and month-end close deadlines.

  • Maintain confidentiality of guest, employee, vendor, banking, payment-card, and hotel financial information.

  • Ensure transaction processing complies with established approval matrices, purchasing policies, credit policies, cash-handling standards, and record retention requirements.

  • Support internal, external, ownership, brand, and regulatory audits with complete supporting documentation.

  • Escalate unusual transactions, possible fraud, discrepancies, or control breakdowns to the Accounting Manager or Director of Finance.

  • Coordinate with Finance leadership to ensure no individual independently initiates, approves, disburses, and reconciles the same transaction; require independent review of bank reconciliations, vendor changes, payment releases, write-offs, and cash variances.

  • Perform other related accounting duties and special projects as assigned.