Job Description

We invite you to join the world of luxury hospitality at Fairmont Heritage Place, Ghirardelli Square as our new Accounting & Business Support Coordinator.

Reporting to the Assistant Director of Finance, the Accounting & Business Support Coordinator is responsible for the ownership and execution of key accounting processes while providing cross‑functional business support across Finance and Operations. This role supports payroll processing, procurement functions, sustainability initiatives, governance and KPI tracking, and a range of administrative and operational support activities.

The position operates as an individual contributor and serves as a reliable support partner to Finance leadership, Operations, and the Executive team.

Key Responsibilities

Accounting Scope

Payroll & Accounting Support

• Process bi‑weekly payroll and off‑cycle payroll transactions as required; respond to colleague inquiries and serve as a payroll resource to the property team
• Assist with accounting data entry, validation, maintenance of trackers, and updates to reports
• Provide accounting support across functional areas as needed, including Accounts Receivable, Accounts Payable, and General Accounting

Procurement & Purchasing

• Assist with the creation and processing of purchase orders and maintenance of checkbooks
• Establish and maintain positive working relationships with vendors, contractors, and external service providers
• Support Entegra enrollment and ongoing compliance requirements

Administrative & Records Management

• Maintain accurate and up‑to‑date records of vendor and contractor agreements, licenses, permits, and related documentation, including the Critical Date List (or equivalent)
• Maintain current insurance policies and ensure proper homeowner notification in accordance with policy requirements
• Assist with quarterly review of critical data storage files
• Organize, maintain, and dispose of confidential records in accordance with Accor policies and applicable state regulations

ESG, Sustainability & Governance

• Update monthly Energy, Water, and Waste consumption data in the Gaia 2.0 platform
• Ensure compliance with Gaia 2.0 reporting requirements and collaborate with sustainability champions to support property‑level ESG initiatives
• Assist the Executive team with ESG initiatives and updates to Capital Plans
• Attend sustainability‑focused webinars and training sessions as assigned
• Support bi‑annual ESG program compliance reviews and audits

Compliance

• Support regular review, audit, and updating of policies and procedures
• Ensure compliance with the California Corporations Code and Davis‑Stirling Common Interest Development Act related to HOA governance
• Adhere to all PCI compliance requirements
• Accept responsibility for additional accounting‑related duties as requested by the Assistant Director of Finance or Director of Finance

Business Support Scope

• Support procurement activities for property‑wide operational needs, including office supplies, Colleague Lounge meals & special events
• Assist with monthly inventory counts and supply ordering; place orders through Amazon, Instacart, and other approved vendors as required
• Produce meeting minutes for HOA Board meetings, Sub‑Committee meetings, and Joint Maintenance Committee meetings
• Oversee daily mail intake and execute check drop procedures in accordance with established controls
• Maintain organized project files and assist with the collection, review, and organization of project documentation and deliverables
• Support the Beekeeper Champion with colleague engagement and communication initiatives
• Provide operational support and coverage as needed, including ad hoc project assistance requested by Operations leadership
• Interact with owners and guests in a professional manner, delivering a high level of service at all times
• Assist the General Manager with ad hoc projects as requested
• Accept responsibility for additional duties as assigned by the General Manager

Qualifications

What will you bring to this role?

• Previous experience in a similar role; hotel, residential, or HOA environment preferred
• Demonstrated experience in accounting, operations support, payroll, and purchasing
• Ability to work both autonomously and collaboratively within a team environment
• Strong attention to detail with proficiency in Microsoft Office applications
• Proven ability to build effective working relationships with internal and external stakeholders
• Ability to work outside of normal business hours when required to support payroll cycles, meetings, or business needs
• Strong numeracy, verbal, and written communication skills
• Demonstrated willingness to pursue ongoing learning and professional development
• Embrace the Fairmont brand promise and luxury in your role and in all your interactions
• Foster an inclusive environment where every individual feels valued and respected

Additional Information

Starting hourly wage : $35.00 - $37.00 plus benefits, offer wage based on experience

Employee Benefits:
Join our team and enjoy a range of exclusive colleague perks, including complimentary upgrades, extended stays, discounted stays across Fairmont & Raffles properties, special dining and wellness discounts, and added luxuries to enhance your experience. Additional benefits include complimentary dry‑cleaning services and access to property fitness center during non-peak hours. We believe in taking care of our team, ensuring that your hard work is rewarded with exceptional benefits.

Our Values

Respect:
We value the needs, ideas and individuality of others. We treat everyone with fairness and dignity.

Excellence:
We make genuine connections, and we cherish every opportunity to make the people around us feel special.​

Belonging:
We celebrate our differences. We support each other and we always stand together.​

Empowerment:
We have authority to take initiative and anticipate moments that create unforgettable experiences. ​

Integrity:
We build trust through mutual respect and being authentic.​

Diversity & Inclusion

Fairmont is committed to creating an inclusive environment where diverse talent thrives. We welcome candidates from all backgrounds to join our team.

All your information will be kept confidential according to EEO guidelines.