Finance Secretary

The Finance Secretary is responsible for providing administrative and secretarial support to the Director of Finance and Business Support and the Finance Department.

Primary Responsibilities

Administrative and Secretarial Support
- Provides administrative support, preparation of memos, letters and correspondences including confidential matters.
- Maintains a tracer and filing system for Director of Finance and Business Support.
- Ensures safe-keeping and records official secured documents such as Certificates of Insurance and hotel Title Deeds.
- Ensures proper submission of insurance claims for hotel.
- Maintains Register of Board/Secretarial Matters.
- Maintains proper records for all licenses and ensure that all licenses are promptly renewed before expiry date update critical date-list.
- Maintains proper records for all contracts and ensure that all contracts are promptly renewed before expiry date and update critical date-list.
- Ensures all documents are filed accordingly and softcopy easily retrievable such as contracts, trademarks and annual audit file.
- Ensures critical date-list is updated for tracking at all time.
- Updates daily Accounts Receivables List of Remittance upon receipt of cheques.
- To segregate incoming and outgoing mails and delivery of mails to various Finance sections.
- Verifies petty cash claim vouchers before forwarding to Assistant Director of Finance or Director of Finance and Business Support for approval.
- To ensure document submitted for payment requisitions and expense claims are accurate.
- Co-ordinate and issue hotel gift certificates.
- Maintains adequate stock of stationery supplies and order when required.
- Co-ordinates sale of season car park lots and ensure all season carpark holders make payment for their quarterly parking fees. Co-ordinates the EPS Season carpark system with Security.
- Generates and checks complimentary and concessionary report to highlight abuse of use by tenants. Co-ordinates between Arcade & Gift Shop and Security to issue complimentary car park tickets to tenants every month.
- Prepares and compiles monthly reports for Director of Finance and Business Support, General Manager and corporate / owner office.
- Ensures the operation procedures are in accordance with PCI-DSS compliances.

Cashiering Duties
- Responsible for cash collection and checking of daily remittances, in the presence of a witness.
- Ensures sufficient change and refill for cash machine.
- Updates foreign exchange rate as per hotel policy and policies.
- Ensures daily bank deposits.
- Prepares daily cash receipt report and journals.
- Balances cash machine fund daily and ensures all funds are returned to the cash machine at end of day.
- Co-ordinates and issues cashiers’ float.
- Provides training to new cashiers.
- Maintains over and short records for each cashier and shows evidence of review by Director of Finance and Business Support.

Focuses on Colleagues/Management Experience
- Attends to colleagues queries promptly.
- Consistently offers professional, friendly and engaging service.
- Co-ordinates with various departments to ensure proper documents submission.
- Use a Heartist® approach - makes the guests and colleagues Feel Welcome, Feel Heart-warmed, Feel Incredible, and Belong.

Works as Part of the Finance Team
- Ensures to produce quality work at all time.
- Adheres to all timeline set.
- Builds strong relationship with team member.
- Builds a cohesive working environment and achieves together the financial goal set.
- Be knowledgeable and plays an active role in maintaining strict adherence to PCI-DSS compliances.

Involvement in Wider Job Function Relationships
- Maintains collaborative working relationship with all colleagues.
- Participates in training activities to improve knowledge and skills.
- Follows guidelines provided in colleagues’ handbook.
- Understands emergency procedures, health and safety requirements.
- Ensures service standards and individual performance is aligned with Accor Values - Guest Passion, Trust, Sustainable Performance, Spirit of Conquest, Innovation and Respect.
- Contributes to the hotel’s Corporate Social Responsibility efforts by supporting the Planet 21 program.

Knowledge and Experience
- Secretarial certification or diploma is preferred.
- Minimum 1 year relevant work experience in a similar capacity.
- Previous office administration required.
- Strong knowledge of Microsoft Office required.
- Hotel related experience an advantage.

Competencies
- Good interpersonal skills with ability to communicate with all levels of employees.
- Communication skills in English spoken / written.
- Ability to work cohesively with fellow colleagues as part of a team.
- Personal presentation, clean / tidy.
- Good presentation and influencing skills.
- Multicultural awareness and able to work with people from diverse cultures.
- Flexible and able to embrace and respond to change effectively.
- Ability to work independently and has g