Job Description

At the new BEST WESTERN VIB TEMPE HOTEL, we have taken the comforts and amenities clients expect from a new, boutique hotel, and infused them with a tech-savvy, contemporary, urban feel that is unique to the Tempe area. As we construct not only the hotel itself but also our team, we are committed to building a staff whose talents can be showcased and whose knowledge of Tempe and the surrounding areas is considerable. One of our most important positions is the OFFICE SUPERVISOR. Our SUPERVISOR will manage tasks such as daily accounts payable, sales, and other front office responsibilities ensuring all backup and approvals are obtained. The OFFICE SUPERVISOR will ensure large groups and other room inquiries are properly input and handled, and credit card authorizations are processed in accordance with the policies and procedures of the Vib Tempe. This role is vital to the success of the organization, and we’re looking for a motivated, organized, and experienced self-starter to walk into this role and make it their own.

JOB DUTIES:

• Distributes all invoices to proper Department Head for approval
• Audits bills for errors and corrects as necessary
• Attaches bills to purchase orders and receiving documents
• Ensures proper backup is attached to expense reports
• Processes approved invoices in the computer and balances the open invoices to the computer listings
• Ensures correct charging amount by coding invoices
• Reconciles all statements, requests missing invoices, and adjusts as necessary
• Summarizes payments due and communicates cash needs to the Financial Controller for approval
• Ensures appropriate support documentation is obtained and attached to the invoices before payment is made
• Research travel agency commission checks and performs necessary follow-up
• Stamps all invoices “paid” before going to the check signers for signature
• Maintains all necessary files and registers for accounts payable
• Keeps file on audited food invoices and pays regularly
• Maintains a file for current and new vendors
• Maintains paid and unpaid invoice files
• Enters and retrieves information from sales software database transfers to PMS as needed
• Updates all records, files, and reservations for the sales team
• Other duties as requested

QUALIFICATIONS:

• High school diploma or equivalent

• Three years prior hotel experience required

• Inventory, sales, and accounting skills required

• Ability to multi-task and prioritize

• Excellent communication and customer service skills

• Ability to work a flexible schedule, including weekends and holidays