Accounting / HR Coordinator

ACCOUNTING AND HR COORDINATOR

Reports to: General Manager

Department: Administration

OUR STORY

Located in the heart of the Brewery District in Downtown Milwaukee and minutes away from Marquette University, Fiserv Forum, and Milwaukee Riverwalk, the Hyatt Place Milwaukee is a fun and exciting place to work for.

Welcome to a fun and energetic team.

JOB DESCRIPTION

The purpose of Accounting and Human Resources (A&HR) coordinator position at Hyatt Place Milwaukee Downtown is to provide world class service to all guests. The A&HR Coordinator is responsible for assisting in the administration of the day-to-day operations of the human resources functions and duties, and the billing and collections of hotel receivables, invoice and statement processing and cash management.

ESSENTIAL DUTIES – HUMAN RESOURCES

PAYROLL

• Assists with processing enrollments, changes, and terminations of participants in all benefit plans and programs.
• Administers COBRA insurance program.
• Assist the General Manager and AGM in bi-weekly payroll processing and time clock administration
• Reconciles payroll deductions with insurances, assists with monthly insurance recaps.

EMPLOYMENT

• Mails out the candidate offer letter packet as requested and tracks return.
• Assembles paperwork required for new hires and establishes personnel file.
• Prepares bi-weekly paycheck sign off sheets and paycheck envelope process

EMPLOYEE RELATIONS

• Orders flowers and cards for employees for events such as illness, death in family, graduation, etc.
• Prepares employee cards for all birthdays, employment anniversaries, and holidays
• Maintains appropriate neutrality and confidentiality of employment, non-employment and disciplinary information.
• Assist with all “Employee Recognition” activities
• Handles ordering, returns, distribution, invoice coding and approval of office supplies, uniforms and shoes for crews

TRAINING AND SAFETY

• Tracks participants and training records. Enters training records into database and maintains it.
• Maintains occurrence based and yearly OSHA reports.

ESSENTIAL DUTIES - ACCOUNTING

PAYABLES

• Review invoices for management approval, coding accuracy, and proper documentation.
• Create and maintain purchase order system for the hotel with Corporate Accounting Office.
• Review vendor statements and research statement discrepancies.
• Update vendor listings weekly with accurate addresses and contact information, with federal identification numbers and status (for W-9 vendors only) and current certificates of insurance (for subcontractors only)
• Ensure all recurring monthly invoices are received by vendors, and contact vendors if they are missing.
• Ensure proper sales or use tax is charged on all invoices.
• Prepare daily cash deposits and process cash due backs as needed.
• Assist the General Manager in controlling the house bank and safe funds and providing change as needed
• Process incoming and outgoing house banks and maintain master control book of all house bank contracts.
• Assist the General Manager in all month end processes.

RECEIVABLES

• Ensure the daily report is in balance with the property management system
• Ensure that all house account folios and group master folios have an approved form of payment.
• Post pre-function payments in accordance with the contracts.
• Review post-function house and group master accounts, comparing them to resumes and banquet event orders and making any necessary adjustments.
• Prepare invoices and send to clients, after receiving approval from the sales department.
• Make timely courtesy calls to direct billed clients, and follow-up regarding payments.
• Send credit card receipts and banquet checks to clients as requested by sales department.
• Post all accounts receivable payments and follow-up on discrepant payments.
• Post advance deposits in property management system, as well as sales department computer system.
• Post all World of Hyatt reservations credits
• Track payment due dates for social functions.
• Prepare and verify all new direct bill applications, and establish new direct bill accounts
• File tax exempt letters, credit card authorizations, and resumes.
• Prepare weekly accounts receivable recap reports and review with General Manager
• Research and respond to guest inquiries regarding folio charges.

CUSTOMER SERVICE AND GUEST SATISFACTION

• Maintain a high standard of personal appearance
• Greets guests, visitors and staff in a courteous and friendly manner
• Assists guests and team members with anything that they may need
• Performs other duties as assigned, requested, or deemed necessary by management

PHYSICAL, MENTAL AND ENVIRONMENTAL REQUIREMENTS

• Physically and visually able to utilize a computer keyboard, printer, phones, and basic office supplies
• Firm and simple grasping is an ongoing requirement for all aspects of work
• Lifting of supplies occurs occasionally, usually not more than 25 lbs. but may be up to 50 lbs.
• Seating for long periods of time, reaching, pushing, pulling, and bending is required in all phases of work.

SKILLS, EDUCATIONAL BACKGROUND AND EXPERIENCE

• High School Diploma, GED, or equivalent years of relevant work experience required
• Previous customer service or hotel experience required, “Hyatt” Experience helpful.
• Friendly demeanor and excellent communication and customer service skills
• Good organizational and prioritization skills
• Prior computer experience using windows-based software preferred
• Must be able to make appropriate judgments regarding daily administrative and human resources duties.

HOURS

Due to the business demands of the hospitality industry, and the fact that the hotel provides guest services 24 hours a day, 7 days a week, any employee may be required to work rotating shifts, including weekends, night shifts, and/or overtime. Also, depending on business demand, hours may be reduced at any time.