Hotel Accounting Assistant / Finance Clerk Job Description

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Job Description, Duties, Interview Questions and Salary for Accounting Assistant in hotels

The role of a Hotel Accounting Assistant or Finance Clerk is vital in ensuring the smooth operation of the hotel’s financial department. The primary responsibility of this position is to maintain accurate financial records, which include accounts payable and receivable, payroll, and tax filings.

The Hotel Accounting Assistant or Finance Clerk also plays a key role in the hotel’s budgeting and forecasting process. They work closely with management to analyze financial data and provide recommendations for improvements in operational efficiency and overall financial performance.

In addition to financial duties, this position may also be responsible for administrative tasks such as answering phones, responding to emails, and filing documents. Strong organizational and communication skills are essential for success in this role.

To qualify for this position, a candidate should possess a degree in accounting, finance, or a related field. Experience in the hotel industry is preferred, but not required. Proficiency in Microsoft Excel and other financial software is a must.

Overall, the Hotel Accounting Assistant or Finance Clerk is a crucial member of the hotel’s financial team, and their contributions directly impact the success of the business.

Assist in day-to-day finance operations and are primarily responsible for computing, recording, collecting, analyzing, and verifying numerical data for use in maintaining accounting records of the financial operations of the hotel. 

Additionally responsible for generating bills and collecting all revenue owed to the hotel in an accurate, timely manner by accounting policies and procedures. Also, I assisted the finance manager in directing the financial activities of the hotel.

ACCOUNTING ASSISTANT DUTIES AND RESPONSIBILITIES:

  • Assist in managing revenues received and dispersed including accounts receivable, accounts payable, payroll, audit, and General Ledger reporting.
  •  Cash handling functions for the hotel and reconciling all cash dropped at the front desk.
  •  Assist with analyzing financial statements every month and report any variances to the concerned department heads.
  •  Assist with financial and tax audits.
  •  Assist with preparing tax returns and corporate reporting requirements.
  •  Assist the Financial Controller with systems administration, G/L account reconciliation, budget preparations, inventories, monthly closings, and full P & L responsibility.
  •  Assist the Financial Controller with completing the year-end audit process. 
  •  Review and approve all reconciliation and audit work papers.
  •  Post city ledger payments in the property management system, reconcile and bill all city ledger accounts. 
  •  Perform follow-up billing and credit collection documentation and inform the Controller of any potential uncollected accounts. 
  •  Reconcile credit card back-up to General Cashier Summary and inform Controller of any discrepancies. 
  •  Bill out credit cards (AMEX, DINERS, etc.) and maintain accurate and legible logs for all credit cards. 
  •  Reconciles bank statements. 
  •  Prepare wire transfer confirmations for reimbursable invoices. 
  •  Prepare credit card authorizations for American Express, Visa, Master, Diners, etc., and send them to vendors.
  •  Verify if the credit card service charge is billed correctly for all credit card transactions.
  •  Reviewing all ledger details guest ledger, city ledger, and deposit ledgers to validate proper payment and revenue posting.
  •  If any imbalance or difference is found on the ledger then co-ordinate with the PMS team to resolve the same.
  •  Review the postings, payments, revenue, and guest balance reports daily.
  •  Ensure correct taxation is applied on all billing software like Property Management Systems (PMS), Point of Sale (POS), and SPA software.
  •  Maintains accounting databases by entering data into the accounting program. 
  •  Assists with reimbursable invoicing. 
  •  Set up new accounts by establishing a credit policy. 
  •  Assign unique AR number to new approved accounts on both PMS and Back office software.
  •  Assist in reconciling open account status items. 
  •  Input General Cashier Summary and maintain binder. 
  •  File and distribute credit card cancellations, bulletins, and credit warnings. 
  •  Process and follow-up on all returned checks accepted as cash payment. 
  •  Record General Ledger and City Ledger reconciliation. 
  •  Analyse revenues, commissions, and expenses to ensure they are recorded appropriately every month.
  •  Maintain Vendor’s permanent files and Certificates of Insurance.
  •  Maintain contracts for vendors.
  •  Process payroll or verify payroll dollars and reports.
  •  Process authorized purchase requests as needed.
  •  Rotating monthly audits of inventories / Enter final inventory totals into a spreadsheet.
  •  Maintain Office supplies and order as needed.
  •  Any other job-related duties as and when assigned by the Financial controller.
  •  Accomplishes accounting and organization mission by completing related results as needed.
POSITION TITLE: Accounting Assistant / Finance Clerk

REPORTS TO: Finance Manager / Financial Controller

PREREQUISITES:

Strong organizational skills with attention to detail. Ability to compile facts and figures. Command of the English language both written and verbal.

Proficiency with MS Office (Excel / Word) and experience with PMS like Opera, Room Master, Protel, Visual One, Delphi, Sun Finance, Oracle Finance, SAP, etc.

EDUCATION:

High School Graduate or Master of commerce or BS in Accounting preferred 

EXPERIENCE:

Interview Questions For Hotel Accounting Assistant / Finance Clerk Position:

When interviewing candidates for a Hotel Accounting Assistant or Finance Clerk position, it’s important to assess their accounting skills, attention to detail, and familiarity with hotel financial operations. Here are some interview questions you might consider:

Accounting Knowledge and Experience:

  1. Can you describe your experience in accounting, particularly in a hotel or hospitality setting?
    • Look for candidates with relevant experience and a solid understanding of accounting principles.
  2. What accounting software are you familiar with, and how do you ensure accurate and organized financial records?
    • Assess their technical skills and proficiency with accounting software.
  3. How do you handle accounts payable and accounts receivable processes in a hotel environment?
    • Evaluate their experience in managing financial transactions specific to the hotel industry.

Attention to Detail and Accuracy:

  1. What steps do you take to ensure accuracy in financial reporting and avoid errors in accounting records?
    • Assess their attention to detail and commitment to maintaining accurate financial data.
  2. Can you provide an example of a situation where you identified and corrected a financial discrepancy?
    • Evaluate their problem-solving skills and ability to troubleshoot accounting issues.

Month-End and Year-End Processes:

  1. How do you approach month-end and year-end financial closing processes in a hotel accounting department?
    • Assess their familiarity with financial reporting cycles and deadlines.

Budgeting and Financial Analysis:

  1. Have you been involved in budget preparation or financial analysis for a hotel? If so, can you provide an example?
    • Assess their ability to contribute to budgeting processes and analyze financial performance.

Team Collaboration:

  1. How do you collaborate with other departments, such as front desk or operations, to ensure accurate financial data and reporting?
    • Evaluate their communication and teamwork skills.

Adaptability and Technology:

  1. How do you stay updated on changes in accounting regulations or software updates that may impact hotel financial operations?
    • Assess their adaptability to changes in accounting practices and technology.

Salary Information For Hotel Accounting Assistant / Finance Clerk Position:

Salaries for Hotel Accounting Assistants or Finance Clerks can vary based on factors such as location, hotel size, and level of experience. As of January 2024, the average annual salary for Finance Clerks in the United States ranged from $40,000 to $60,000.

However, salaries can vary, and it’s advisable to check the latest salary data from reliable sources for the most current information. Keep in mind that specific industries or regions may have different salary ranges, so research is based on the relevant context.


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