Oriental Hospitality Finance Job Descrption

8/8/2019 Oriental Hospitality Finance Job Descrption

1/90

JOB DESCRIPTIONS

ROOM DIVISION - ACCOUNTING AGENDA

1.01 Financial Controller

1.03 Chief Accountant

1.04 Credit Controller

1.05 Cost Control Officer

1.06 Accountant

1.07 Accounts Payable

1.08 Accounts Receivable Supervisor

1.09 Accounts Receivable Clerk

Collector

1.10 Cashier Supervisor

1.11 General Supervisor

1.12 Outlet Cashier

1.13 Purchasing Manager

1.14 Purchasing Executive

1.15 Purchasing/Receiving Supervisor

1.16 Receiving/Purchasing Supervisor

1.17 Pay Master 1.18 Purchasing Agent

1.19 Store Supervisor

1.20 F&B Store man

1.21 Receiving Clerk Store Man

1.22 Cost Analyst

1.23 Day Audit

1.24 Financial Controller Confidential Secretary

1.25 IT Manager


2/90

JOB TITLE: FINANCIAL CONTROLLER

DEPARTMENT: Accounting

REPORTS TO : General Manager

Managing Director

SUPERVISES: Accounting Staffs

JOB SUMMARY

1. Ensure all internal and external reporting functions are managed in a timely accurate and

professional manner and in line with hotels schedule and policy.

2. Reconciliation of all Balance Sheet Asset and Liability accounts to ensure owners investment

recorded and managed in line with hotels policy.

3. Maintaining staff, to ensure that all sections of Accounting Departments staff are functioning

properly and efficiently as per standard Policies and Procedures.

4. Assist in the preparation of outlook forecasts/budgets for future planning.

DUTIES AND RESPONSIBILITIES:

Responsibilities and duties for this position shall include, but not be limited to, the following

areas and activities. At management discretion, direction may be given for tasks outside the

scope of work described. The duties are:

1. Preparing and/or reviewing daily, weekly and monthly reports in accordance with

reporting calendars hotels Finance Policy, ensuring that all reports are submitted on a

timely basis and accurate.

2. Hiring, training and evaluating of the Accounting Departments staff performance.

3. Reviewing hotel Management Agreement to ensure compliance.

4. Liaise with other departments re : Policies and Procedures compliance.

5. Preparing schedule and reports as requested by the Owners.

6. Training/counseling with other Department Heads re : Outlook and profitability.

7. Taxation:


3/90

Reviewing all tax matters to ensure that all tax calculations are in line with the

Tax Regulation and submitted to the Government Office in a timely manner as :

Monthly Tax Payments :

Expatriate and Local Employees income Tax Payable Value Added Tax (VAT)

Withholding Tax on company Fees Retail Tax (PB.1) Withholding Tax on Professional

Fees

Other Withholding Taxes

Annual Tax Returns

: Expatriate and Local Employees income Tax Payable Value Added Tax (VAT)

Withholding Tax on Sheraton Fees Retail Tax (PB.1)

Withholding Tax on Professional Fees

Other Withholding Taxes

8. Assist in handling of Internal/External Audit as well as the Tax Audit to prepare the

information as requested by the concerned parties. Oversee the completion of in house

audits (Payroll, Cashier, etc).

9. Preparation of Fiscal Budget, Manpower and reforecast.

10. Preparation of any special analysis as may be requested by Head Office and Department

Heads.

11. To be responsible for operationally running the Accounting Department, and in this role,

ensure that General Manager and Excom are informed on financial issues relating to the

hotel.

12. To keep confidentiality.

13. Instigate monthly Communication Meeting.

14. To motivate staff, giving a feeling of team spirit and pride.

15. To follow the Hotels Code of Conduct.

The responsibilities are:


4/90

1. Controlling of accuracy of any tax calculations, and timely payments, to avoid any tax

penalties, tax administration fines and interest on tax payable.

2. Minimize idle money by investing funds available, looking to the competitive interest

rates of Short Term Deposit given by Banks to generate owner income.

3. By improving the employees attitude, discipline, sense of belonging, sense of

responsibility and knowledge to maximize productivity, reduce staff turnover.

4. Minimize risk of error/fraud in pay preparation and cashiering through regular audit and

Administration of internal controls.

5. Involvement and participation in profitability analyzing and planning.

6. Ensure that staffs are given training to meet the requirements of the job.

7. Liaise with other Departments re: Policy compliance.

8. To keep confidentiality.

JOB PROFILE

SKILLS AND KNOWLEDGE REQUIREMENTS

- Fluent communicate in English writing and speaking.

- University graduate.

- Good accounting knowledge

- Has experience minimum 2 years in Financial Controller position at 5 star hotels.

- Good Computer knowledge.

- Accurate and precise in figure.

DESIRABLE QUALIFICATIONS

- Must be able to contact with all levels of personnel within the hotel.

- Male or female with age range 30 45.

- Good attitude, well groomed and good appearance.

- Honesty Integrity.

- Open minded & reliable


5/90

WORKING CONDITIONS

Office hours is as determined for the category of Accountant and willing to work long hours

during month end or year end closing.

NEEDED ATTRIBUTES ATTITUDES

: High achiever, self-motivated, clear thinker, analytical. Have a good sense of humor and able

to work long hours, effectively and communicate well with people at all levels.

TEMPERAMENT

: Calm, Sociable, Have sense of Humor and Adaptable.

BUSINESS ETHICS

The ...............team always believes and behaves in the following:

We have pride in the work we do, how we present ourselves, and how we communicate with

our guests and our colleagues. We always find the best way to solve a problem for a guest or a

colleague. We work closely with our colleagues in all departments to deliver the highest quality

of service on all occasions. We always think of new ways to surprise and delight our guests. We

treat guests and colleagues fairly

everyone is important. We are proud to represent our hotel and our country to guests from

all over the world. We are happy to talk to our guests when they ask us questions about our

hotel and about Thailand.

CONFIDENTIALITY

The hotel requires that you will not (either during or after your employment), divulge any

Information acquired by you about the company, its customers and associated business to any

Third party without express authorization from Senior Management of the hotel.

Since the tasks and SOPs are increasing, and will be revised at a later stage, it is understood

That there will be some additional and new attachments in the future as the business will be

Increasing and customers expectations will be even higher, therefore new tasks will Added, as

it shall be required.


6/90

I have read, understood and agree to this job description, all my duties and responsibilities.

Employee:. Signed: Date: ........ .

Department Head: Signed: ...... Date..

Personnel Manager:. Signed: Date:


7/90

JOB TITLE : CHIEF ACCOUNTANT

DEPARTMENT : Accounting

REPORTS TO : Financial Controller.

SUPERVISES : Accountant, General Cashier, Paymaster, Account Payable.

JOB SUMMARY

The preparation of financial accounts on a monthly/yearly basis and the reconciliation of

Balance Sheet accounts in accordance with Hotels Finance Policies. Oversee the day accounting

functions, to ensure timely and accurate input to the reporting timetables.




scope of work described.

The duties are:

- Prepare general ledger journal.

- Review General Ledger and Departmental Income Statement output from Computer.

- Review Daily Revenue Journal before distributes to other department.

- Attend to the daily administration of the accounting office and identify and resolve

problems in conjunction with respective members of staff.

- Co-ordinate and prepare Profit and Loss and Balance Sheet financial statements

monthly, to meet reporting timetable.

- Participate as requested in stocktakes of beverage, general inventory.

- Co-ordinate and manage Controller Department archiving system.

- Reconcile Asset and Liability accounts as designated monthly.

- Reconcile all of Bank account on monthly basis.

- Additional tasks as required by the Financial Controller.

- Co-ordinate and supervise compliance to Accounting checklist.


8/90

- Assist in preparation of Taxation Returns. The responsibilities are:

- Assisting the preparation of the Profit and Loss forecast of financial performance

(outlook) on a monthly basis, for the following month.

- Assist in monitoring the Hotels compliance to Corporate and internal Policies &

Procedures and to recommend new Policies & Procedures when necessary.

- Ensure that staffs are given training to meet the requirements of the job.

- Administer internal controls to minimize theft/fraud and maximize profitability.

- Participation in profitability analyzing and planning.

- Identify cost saving/revenue generating opportunities to improve the hotel profitability.

Oriental Hospitality Consultants

Routine reconciliation of Balance Sheet and Bank accounts ensures the profit and lossreported is a true and fair representation of the hotels performance.

- Liaise with other Departments re : Policy compliance.

- Minimize risk of error/fraud in pay preparation and cashiering through regular audit and


- To keep confidentiality.

JOB PROFILE



- University graduate.


- Has experience minimum 2 years at 5 star hotels.




9/90







WORKING CONDITIONS

Office hours is as determined for the category of Chief Accountant and willing to work long

hours during month end or year end closing.

NEEDED ATTRIBUTES APTITUDES



TEMPERAMENT


BUSINESS ETHICS











10/90

CONFIDENTIALITY




Since the tasks and SOPs are increasing, and will be revised at a later stage, it is understood that

there will be some additional and new attachments in the future as the business will be

increasing and customers expectations will be even higher, therefore new tasks will Added, as it

shall be required.


Employee:. Signed: Date: ..............

Department Head: Signed: Date:..............



11/90

JOB TITLE: CREDIT CONTROLLER


REPORTS TO: Financial Controller

SUPERVISES: Collector

JOB SUMMARY

: Responsible for all aspects of credit control as well as processing of the daily accounts

receivable transaction to ensure collectability of all receivables in line with Hotels Finance Policy.

Although functionally, he does not report to the A/R Supervisor, it is necessary that the works

very closely with him.




scope of work described. The duties are: -

To follow up collection of A/R regularly in a firm but diplomatic manner calculated to produce

results and at the same time maintain good relations with the customer/guests.

- To review the supporting document and verify the accuracy of the balances ofreceivable.

- To recommend write off uncollectible accounts.

- To report immediately any unfavorable information received affecting a customers

credit standing so that appropriate action may be taken.

- To report directly to Financial Controller, all matters affecting credit and collection.

- To ensure that accounts, statement, and follow up letters are mailed on timely basis.

- To prepare the list of slow payers, skippers, etc.

- Register commissions due to the authorized travel agent.

- To conduct Monthly Credit Meeting


12/90


- Together with Account Receivable Supervisor maintain & control System Accounts

Receivable

Monitored that Credit Policy as adopted by the hotel is thoroughly implemented &

followed up.

- Make sure that invoices and statement of accounts are sent out regularly.

- Make sure all necessary information has been advised to Financial Controller for

account exceeding more 30 days.

- Minimize the risk of Fraud and Error in Accounts Receivable.

- To manage the Accounts Receivable Aging List to ensure that collections are made in

timely manner with no less than 90% of total debt in current and 30 days.


JOB PROFILE


- Must be able to communicate in English writing and speaking and other languages that

are an advantage.

- Preferably with Accounting Background.

- Experience in Back Office or Accounting at least 1 2 years.

- Computer Literate.



- Must be able to contact with all levels of personnel within the hotel and with the hotel

guests.



- Honesty


13/90

Integrity.


WORKING CONDITIONS

Office hours is as determined for the category of Credit Controller staff and willing to work long

hours during month end closing.




TEMPERAMENT

: Calm, Sociable, Have sense of Humor and Adaptable. Oriental Hospitality Consultants

BUSINESS ETHICS







everyone is important. We are proud to represent our hotel and our country to guests

from all over the world. We are happy to talk to our guests when they ask us questions

about our hotel and about Thailand.

CONFIDENTIALITY









14/90


Employee:. Signed: Date: .......

Department Head: Signed: Date:

Personnel Manager:. Signed: Date: ........


15/90

JOB TITLE: COST CONTROL OFFICER


REPORTS TO: Financial Controller.

SUPERVISES:

JOB SUMMARY

: To assist Cost Analysis providing report for daily and monthly cost of Food and Beverage as

well as all store items inventory.





Daily Duties:

- Compare original storeroom requisition against copy from area requisition to eliminate

alterations.

- Evaluate Butcher shop requisitions.

- Evaluate inter-kitchen transfer.

- Summarize beverages for cooking and food to bars.

- Summarize and reconcile direct food & bar issues.

- Calculate the cost of offices meals.

- Prepare daily Food and Beverage cost report.

Monthly Duties

: - Take physical inventories in the Food - Beverage, Spa and Engineering storerooms.

- Check any difference of actual physical inventory and book inventory and prepare an

over/short list.

- Price, extend and total the storeroom inventories.


16/90

- Summarize recapitulation of purchases and reconcile the total figure with the Cost

Analysis staff.

- File all documents and work papers of the previous month.


- Responsible under the direction of the Cost Analysis, to safe guard the companys

investment in Food and Beverage inventory and also for all store items.

- To provide management with accurate and timely operational cost figures.

- To keep costs in line with what they should be (budget) and attain the maximum gross

profit on food and beverage sales.

- Eliminate waste, pilferage or losses of food and beverage.

- Lower the cost without reducing the established quality or quantity of the portions.

- Make it possible to supply better food and drinks without increasing the cost.

JOB PROFILE


- Able to communicate in English writing and speaking is an advantage.


- Good accounting knowledge.







- Honesty - Integrity.



17/90

WORKING CONDITIONS

Office hours are as determined for the category of Cost Control Officer and willing to work long

hours during month end and year end closing or inventory.




TEMPERAMENT


BUSINESS ETHICS










CONFIDENTIALITY






Increasing and customers expectations will be even higher, therefore new tasks will added, as



Employee:. Signed: Date: ...........

Department Head: Signed: Date:....

Personnel Manager:. Signed: .... Date:


18/90

JOB TITLE : ACCOUNTANT

DEPARTMENT : Accounting

REPORTS TO : Financial Controller.

SUPERVISES : Account Receivable Supervisor.

JOB SUMMARY

: The preparation of financial accounts on a monthly/yearly basis and assisting reconciled of

Balance Sheet accounts in accordance with hotels Finance Policies. Oversee the day accounting

functions, to ensure timely and accurate input to the reporting timetables.





- Prepare General Ledger journal.

- Review the Account Receivable Payment and adjustment journal if necessary.

- Review Daily Revenue Journal before distributes to other department.

- Attend to the daily administration of the accounting office and identify and resolve

problems in conjunction with respective members of staff.

- Review the Fidelio account (PM and Trash) and reconcile accordingly and minimize the

unidentified amount.

- Participate as requested in stock takes of beverage, general inventory.

- Additional tasks as required by the Financial Controller.

- Co-ordinate and supervise compliance to Accounting checklist.


- Ensure that staffs are given training to meet the requirements of the job.

- Administer internal controls to minimize theft/fraud and maximize profitability.

- Identify cost saving/revenue generating opportunities to improve the hotel profitability.


19/90

- Assisting the Chief Accountant to reconcile of Balance Sheet and Bank accounts ensures

the profit and loss reported is a true and fair representation of the hotels performance.

- Liaise with other Departments re : Policy compliance.

- Minimize risk of error/fraud in pay preparation and cashiering through regular audit and


- To keep confidentiality. Oriental Hospitality Consultants

JOB PROFILE



- Accurate and precise in figures.



Must be able to contact with all levels of personnel within the hotel. Good attitude, well

groomed and good appearance. Honesty

Integrity. Open minded & reliable

EXPERIENCE:

At least 5 years in 4 or 5 star properties

COMPUTER LITERATE:

Good Computer knowledge.

EDUCATION:

University degree

AGE: Minimum 25 - 30 years old

WORKING CONDITIONS

Office hours is as determined for the category of Accountant and willing to work long hours

during month end or year end closing.


20/90




TEMPERAMENT


BUSINESS ETHICS










CONFIDENTIALITY









Employee:. Signed: Date: ........................

Department Head: Signed: ...... Date

Personnel Manager:. Signed: Date: ..


21/90

JOB TITLE: ACCOUNTS PAYABLE



SUPERVISES:

JOB SUMMARY

: Control the regular payment of all expenses of the Hotel.





The duties are:

- Verify all items on purchase orders, receiving records and invoices of the suppliers.

- Verify all items on the returned merchandise and credit notes of the suppliers.

- Prepare the payment voucher for all hand cheques.

- Prepare the payment voucher for A/C Payable trade and accounts distribution of all

invoices and credit note of the suppliers.

- Prepare cheques for all payment and transmit for signature to Financial Controller with

payment voucher and all necessary supporting documents.

- Check monthly supplier statement against accounts payable record.

- Keep and up-date accounts payable in case of payments by installments.

- Check the calculation on A/C Payable envelope F&B Purchase.


- Maintain and Control Fidelio System Accounts Payable.

- Check and Make sure that all of expenses allocate as per proper account.


22/90

- To ensure all expenses paid are authorized by the relevant Department Heads to ensure

payment does not occur for goods not authorized.

- Arranging payment according to supplier terms. Oriental Hospitality Consultants

- Reconciliation of Account Payable Trade Creditor control account in General Ledger to

aged of payables report.

- Review quarterly the outstanding cheques register.


JOB PROFILE



are an advantage.




- Accurate and precise in figures.




- Good attitude and well groomed.

- Honesty

- Integrity.



23/90

WORKING CONDITIONS

Office hours are as determined for the category of Account payable staff and willing to work

long hours during month end closing.




TEMPERAMENT


BUSINESS ETHICS










CONFIDENTIALITY









Employee:. Signed: Date: ........................

Department Head: Signed: . Date:.



24/90

JOB TITLE: ACCOUNTS RECEIVABLE SUPERVISOR


REPORTS TO: Financial Controller, Accountant.

SUPERVISES: Account Receivable Clerk.

JOB SUMMARY

: To record all amounts due to Hotel by guests, concessionaries tenant and employees. Work

closely and co-ordinate with Credit Controller.





- Check all amount cheques are posted correctly with supporting documents.

- Balancing daily transfer to city ledger, posting editing and updating to accounts

receivable system.

- Reconcile all credit card charges to payments received.

- Check and make sure that grouping of account receivable agree with the respective

credit facilities number.

- Prepare and sending invoices within 48 hours after guest departure or at the earliest

possible time.

- Preparing, distributing invoices for employee city ledger accounts monthly.

- Preparing and posting rebates and recording.

- Print out the monthly Aging report and distribute to all concerned.


- Together with Credit Controller maintain and control Fidelio System Accounts

Receivable. Oriental Hospitality Consultants

- Make sure invoices and statements of accounts are submitted to Credit Controller.


25/90

- Make sure all necessary information has been advised to Financial Controller for

account exceeding more 30 days.

- Make sure every month that the different classifications of A/R agree with the

respective control cards and prepare and aged trial balance of all accounts receivable.


- To manage the Accounts Receivable Aging List to ensure that collections are made in

timely manner with no less than 90% of total debt in current and 30 days.


JOB PROFILE



are an advantage.







guests.



- Honesty

- Integrity.



26/90

WORKING CONDITIONS

Office hours is as determined for the category of Account Receivable staff and willing to work

long hours during month end closing.




TEMPERAMENT

: Calm, Sociable, Have sense of Humor and Adaptable. Oriental Hospitality Consultants

BUSINESS ETHICS










CONFIDENTIALITY









27/90


Employee:. Signed: Date...........................

Department Head: Signed: Date:.

Personnel Manager:. Signed: Date..


28/90

JOB TITLE: A/R CLERK - COLLECTOR


REPORTS TO: Credit Controller.

SUPERVISES:

JOB SUMMARY

: Ensure timely billing of accounts and maintain receivable records.





- Collection to Travel Agent/Company.

- Handling conference such as run-down meeting with the Organizer and Convention

Department, billing, prepare invoice and sending invoice to the concern Organizers.

- Respond to customer (Travel Agent and Organizer) queries as requested.

- Preparing, distributing invoices for employee city ledger accounts monthly.

- Preparing, distributing and filing invoices for all check out with balance account (FIT, GIT,

Conference)

- Preparing, distributing and filing for all tenant telephone and rental invoices monthly.

- Reconciliation of account when necessary

- Reminding due accounts.



- Ensure all accounts are invoiced in an accurate and timely manner to facilitate.

- Identity potential problems and bring them to the attention of the Credit Controller and

Financial Controller.


29/90



JOB PROFILE:


- Able to communicate in English writing and speaking is advantage.








- Honesty

- Integrity.


- Driving license is necessary.

WORKING CONDITIONS

Office hours is as determined for the category of A/R Clerk

Collector and willing to work long hours in case of urgent appointment from company for

collection.





30/90

TEMPERAMENT


BUSINESS ETHICS










CONFIDENTIALITY









Employee:. Signed: Date:...........

Department Head: Signed: Date:..



31/90

JOB TITLE: CASHIER SUPERVISOR



SUPERVISES: Outlets Cahiers

JOB SUMMARY

: Train outlets cashiers and to organize and supervise their work





- Prepare the checks/bills and distribute to every outlets cashier and make sure that are

enough to cover during operation.

- Coordinate with General cashier for small change and distribute to outlet cashiers.

- Request additional house bank during weekend/public holiday and distribute to every

outlet cashiers.

- Monitoring stock of checks/bills, stationary for cashier and cigarettes.

- Resolve any problem concerning the cashiers including engagement proposals or

dismissal.


- Prepare a working schedule of all restaurant cashiers.

- Train all new restaurant cashiers to assist and solve the problems during their work.

- Make sure that a sufficient supply (forms) & latest menu and guest checks is handed

daily to the cashiers and follow up for the missing checks.

- Replace the cashier during lunch or dinner.

- Make sure that a cashier is available for banquets function.


32/90

JOB PROFILE


-Must be able to communicate in English writing and speaking and other languages that are an

advantage.







guests.



- Honesty

- Integrity.


WORKING CONDITIONS

Willing to work long hours.





33/90

TEMPERAMENT


BUSINESS ETHICS










CONFIDENTIALITY










Department Head: Signed: Date:.....



34/90

JOB TITLE: GENERAL CASHIER



SUPERVISES:

JOB SUMMARY

: Reconcile all monies deposited and maintain control over the central cashier float and other

cashier floats in the hotel. Prepare daily banking, including foreign exchange conversion.





- Prepare money to be deposited in Bank.

- Prepare reimbursements of cashier floats (due back).

- To complete General Cashiers summary.

- Maintain foreign exchange sales rate and prepare foreign exchange receipt for banking.

- Liaise with security services for witnessing opening of drop safe and for daily banking.

- Periodical floats counts and daily float count of main float.

- Maintain a record of cashier discrepancies for investigation and follow up.

- Manage Petty Cash Impress and reconcile at month end.

- Give change where needed.

- Organize Cash, order and arrange foreign drafts.

- Assist Paymaster as required in processing tax and other duties.


- Ensure that the depositing of all monies in the drop safe is witnessed on the register.


35/90

- Collect and verify together with a witness all envelopes of the daily deposits by the

cashiers.

- Register on the cash report and include in the bank deposit all amounts which have

arrived by mail and which in general have been remitted by the secretary of the GM.

- Check daily her cash fund & see that all petty cash disbursements have been registered

properly.

- Ensure money deposited and reconciled daily.

- Liaises with other cashier regarding discrepancies and try to resolve any problems.

- Cash reconciliation to General Ledger.

- Minimize fraud in cash handling.


JOB PROFILE


- Must be able to communicate in English in writing & speaking, other languages are an

advantage.



- Computer Literate, accurate and precise in figures



guests.



- Honesty - Integrity, open minded & reliable


36/90

WORKING CONDITIONS

Office hours is as determined for the category of General Cahier staff and willing to work long



: High achiever, self-motivated, clear thinker, analytical. Have a good sense of humor and

able to work long hours, effectively and communicate well with people at all levels.

TEMPERAMENT


BUSINESS ETHICS










CONFIDENTIALITY


Information acquired by you about the company, its customers and associated business to anyThird party without express authorization from Senior Management of the hotel.



Increasing and customers expectations will be even higher, therefore new tasks will added, as it

shall be required.


37/90


Employee:. Signed: Date:...........

Department Head: Signed: Date:....



38/90

JOB TITLE: GENERAL CASHIER



SUPERVISES:

JOB SUMMARY

: Reconcile all monies deposited and maintain control over the central cashier float and other

cashier floats in the hotel. Prepare daily banking, including foreign exchange conversion.





- Prepare money to be deposited in Bank.

- Prepare reimbursements of cashier floats (due back).

- To complete General Cashiers summary.

- Maintain foreign exchange sales rate and prepare foreign exchange receipt for banking.

- Liase with security services for witnessing opening of drop safe and for daily banking.

- Periodical floats counts and daily float count of main float.

- Maintain a record of cashier discrepancies for investigation and follow up.

- Manage Petty Cash Impress and reconcile at month end.

- Give change where needed.

- Organize Cash, order and arrange foreign drafts.

- Assist Paymaster as required in processing tax and other duties.


- Ensure that the depositing of all monies in the drop safe is witnessed on the register.


39/90

- Collect and verify together with a witness all envelopes of the daily deposits by the

cashiers.

- Register on the cash report and include in he bank deposit all amounts which have

arrived by mail and which in general have been remitted by the secretary of the GM.

- Check daily her cash fund & see that all petty cash disbursements have been registered

properly.


- Liaises with other cashier regarding discrepancies and try to resolve any problems.

- Cash reconciliation to General Ledger.

- Minimize fraud in cash handling.


JOB PROFILE


- Must be able to communicate in English in writing & speaking, other languages are an

advantage.



- Computer Literate, accurate and precise in figures



guests.



- Honesty - Integrity, open minded & reliable


40/90

WORKING CONDITIONS

Office hours is as determined for the category of General Cahier staff and willing to work long



High achiever, self-motivated, clear thinker, analytical. Have a good sense of humor and able


TEMPERAMENT


BUSINESS ETHICS










CONFIDENTIALITY









41/90


Employee:. Signed: Date:........... ..

Department Head: Signed: Date:.................



42/90

JOB TITLE: PURCHASING MANAGER

DEPARTMENT: Purchasing


SUPERVISES: Purchasing /Receiving Clerk/ Head Store

JOB SUMMARY

: Under the general guidance of the Financial Controller and within the limits of Hotels policy

and procedure, is responsible for translating the business plan into the material and service

requirements of the hotel and plans and executes their acquisition storage, and issuance



areas and activities. At management discretion, in Administration report to Financial Controller,

Collaboration with Receiving, storekeeper, direction may be given for tasks outside the scope of

work described as follows:

The duties are:

- Translates operating forecasts into material requirement plans and thereby determines

standard stock and reorder levels with Department Heads and Management.

- Control the purchasing and receiving of goods procedures. Ensure that the correct

procedures are followed prior to the ordering of all goods and services. That the quality

and quantities of goods received are checked against purchase orders.

- Maintain efficient and effective price control through the completion of regular price

comparisons.

- Control the storing and issuing of all stock. The Purchasing Manager has to control and

register the flow of goods in and out from the following areas: receiving, storerooms,

main kitchen, F & B outlets.

- Control daily loading of purchases, issuing and transfers into the inventory system. All

transactions must be supported by correctly completed, signed and legitimate

documentation.

- Control the recording of all FOC stock; obsolete stock; breakages and wastage.


43/90

- Monitor par level of stock in the storeroom, bars, restaurant, deli and housekeeping

stores. Review par level periodically with relevant department head.

- Be versed in all aspects of the Hotel Food and Beverage system (including POS system)

and maintain the integrity and accuracy of the records.

- Participates in negotiations for service contracts.

- Identifies and develops reliable sources of supply.

- Identifies and organizes adequate storage for all perpetual inventory items.

- Protects inventories from waste, spoilage and theft. Oriental Hospitality Consultants

- Keeps abreast of the marketplace as to innovation and value.

- Maintain record of signatures and ensure that register is kept up to date at all times.

- Issue purchase order and requisition books and maintain register. Ensure that Purchase

order and requisition books are issued only when the previous one is returned. Ensure

that such stationery is kept in a secure location.

- Any commissions of goods received from suppliers must be given to Financial Controller

to record.

COST CONTROL

- Ensures that market surveys are completed in co-ordination with the Executive Chef and

F&B Service Manager.

- Performs related duties and special projects as assigned.

- Maintains cost records as outlined in the Cost Control Manual.

- Completes and distributes cost and sales potential reports as requested by Management.

- Carries out daily random samples of receiving reports and market lists, investigates

quantity and price differences and reports unresolved discrepancies to the Financial

Controller.

- Updates and distributes purchase price comparisons and sales statistics as required.

- Updates and maintains production standard worksheets.

- Provides timely month-end accounting information with pertinent observations to

enable completion of month-end financial reports.


44/90

- Organizes inventory taking for food and beverage, general supplies and operating

equipment.

COMMUNICATION

- Supervise the employees within the department, ensuring that the correct standards

and methods of service are maintained as stated in the Departments Operations

Manual.

- Ensure that the Departments Operation Budget is strictly adhered to and that all costs

are strictly controlled. Ensure that all employees have a complete understanding of and

adhere to the Hotels Employee Rules and regulations

PERSONNEL & DEVELOPMENT

- Supervises Head Store and Receiving Clerk, verify posting by receiving clerk and head

store.

- Assist in the building of an efficient team of employees by taking an active interest in

their welfare, safety and development.

- Ensure that all employees provide a courteous and professional service at all times and

follow up where necessary.

- Assist in the training of the employees ensuring that they have the necessary skills toperform their duties with the maximum efficiency and follow up where necessary.

- Supervise the employees within the department, ensuring that the correct standards

and methods of service are maintained as stated in the Departments Operations

Manual.

- Ensure that the Departments Operation Budget is strictly adhered to and that all costs

are strictly controlled.

- Ensure that all employees have a complete understanding of and adhere to the Hotels

Employee Rules and Regulations.

- To ensure that / attend regular On Job Training are conducted within the department.

- To ensure that these training are been recorded

- To actively participate in the quality circle within the hotel


45/90

PROFESSIONAL SKILLS

- 3 to 5 years experience in a Purchasing / Cost control capacity

- Ability to use major inventory control system

- Established contact with various suppliers and market leaders in hotel & catering

supplies currently holding a similar position.

- Experience in working with and directing work team

- Ability to make detailed analysis on financial findings both on written and oral

presentation

- Proven communicator with negotiation skills

- Experience in preparing budget

- Communicate and gain commitment to action from a range of people

JOB PROFILE

SKILL AND KNOWLEDGE REQUIREMENTS

- Able to communicate in English writing and speaking in advance

- Preferable from hotel background, good in handling/solving problems

- Computer literate


- Must able to contact with all level of personnel within the hotel

- Male/female

- Good attitude, good grooming and good appearance

- Honestly-integrity, open mind and reliable and able to lead people


46/90

WORKING CONDITIONS

Office hours is as determined for the category of Purchasing Executive, willing to work long

hours as requirement

NEEDED ATRIBUTES

Attitudes: High achievement, self motivate, clear thinker, analytical, friendly and an out going

personality, have a good sense of humor and able to work long hours effectively and

communicate well with people at all level

Temperament:

Calm, Sociable, Have sense of Humor and Adaptable

BUSINESS ETHICS





of service on all occasions. We always think of new ways to surprise and delight our guests. Wetreat guests and colleagues fairly




CONFIDENTIALITY

The hotel requires that you will not (either during or after your employment), divulge anyInformation acquired by you about the company, its customers and associated business to any







47/90


Employee:. Signed: Date: .......




48/90

JOB TITLE: PURCHASING EXECUTIVE



SUPERVISES: Purchasing /Receiving Supervisor & Purchase Agent

JOB SUMMARY

: To secure required material, supplies, equipment and services as needed for the hotel and full

in charge to maintenance the operation of Purchasing Department running well. Responsibilities

to take care all the General and Engineering requirements DUTIES AND RESPONSIBILITIES:

RESPONSIBILITIES AND DUTIES

: This position shall include, but not be limited to, the following areas and activities. At

management discretion, in Administration report to Financial Controller, Collaboration with

Receiving, storekeeper, direction may be given for tasks outside the scope of work described as

follows:

The duties are:

- To maintenance competitive quotations of F&B, General and Engineering items

- Input/record quotations in the data system

- Daily communication with Purchasing/Receiving supervisor and Purchasing Agent to

make sure all delivery order are on schedule requirement with the right specification

and Best quality

- To process PR & PO at all related in General and Engineering with at least three

quotations for new item, except urgent request and for old item should be supported

document as repeat order by always bargaining and approved by Financial Controller

- To assure all supporting documents for PR&PO of Store Item, General are complete &

correct

- Placing order appropriate supplier by Phone or Fax and ensure regarding the Quantity,

Quality, Price agreement, Delivery time and term of Payment

- Communicated with department concerned to make sure the item request meets with

the requirement identify need by sample, specification, detail brand etc


49/90

- Follow up the outstanding orders immediately with tracing system

- Distribute and files all papers to department concerned

- Market Survey in every Three Months


- Cooperated to maintenance daily operational of Purchasing Department with

Purchasing Supervisor and Purchasing Agent in regarding Best price, Best quality and

Best quantity

- Reporting the special case in condition of urgent or need approval with FC

- Supervising Purchasing/Receiving Supervisor and Purchasing Agent in daily operation

- Issuance an Authorized PR & PO of Engineering, General, Store Item as per company

policy& procedure

- Monthly comparison from supplier doing for market list for Perishable items such as:

Vegetables, Chicken, Meat and Fruits

- Rotation with Purchasing Supervisor in handling daily Market List in absence of

Purchasing Agent

- Responsible to inform any outstanding items, handling Patty Cash of Purchasing

- Doing custom clearance of delivery Import item, keep cleanliness in purchasing area

- Pick up urgent goods in case cannot be delivered by suppliers and ready for direct/cash

purchases

- Always keep good relation with others in Purchasing, Receiving and other Department

JOB PROFILE



- Preferable from hotel background, good in handling/solving problems

- Computer literate


50/90



- Male/female


- Honestly-integrity, open mind and reliable and able to lead people

WORKING CONDITIONS

Office hours is as determined for the category of Purchasing Executive, willing to work long

hours as requirement

NEEDED ATRIBUTES ATTITUDES

High achievement, self motivate, clear thinker, analytical, friendly and an outgoing personality,

have a good sense of humor and able to work long hours effectively and communicate well with

people at all level

TEMPERAMENT:


BUSINESS ETHICS





of service on all occasions. We always think of new ways to surprise and delight our guests. Wetreat guests and colleagues fairly





51/90

CONFIDENTIALITY



Third party without express authorization from Senior Management of the hotel. Since the

tasks and SOPs are increasing, and will be revised at a later stage, it is understood that therewill be some additional and new attachments in the future as the business will be increasing and

customers expectations will be even higher, therefore new tasks will added, as it shall be

required.






52/90

JOB TITLE: PURCHASING/RECEIVING SUPERVISOR


REPORTS TO: Purchasing Executive

SUPERVISES: Purchasing Agent

JOB SUMMARY

: His/her duty full in charge to maintenance the operation of Purchasing Department running

well, Responsibility to take care requirement from all the General item such as, printing item,

guest supplies, uniform, advertising and required from other Department such as F&B, Front

Office, Le Spa, A&G, Housekeeping, Laundry




scope of work as follows:

The duties are:

- To maintain competitive quotations of General items such as, Printing item, Guest

Supplies, Uniform, Advertising & any requirement from other Department (F&B, FrontOffice, Spa, A&G)

- Input/record quotations in the data system

- Daily communication with Receiving Supervisor to make sure all delivery order is on

schedule requirement with the right specification and Best quality

- To process PR & PO at all related in general with at least three quotations for new item,

except urgent request and for old item should be supported document as repeat order

by always bargaining and approved by Purchasing Executive

- Placing order appropriate supplier by phone or fax and ensure regarding the quantity,

quality, price agreement, delivery time and term of payment

- Communicated with department concerned to make sure the item request meets with

the requirement - identify need by sample, specification, details brand etc

- Follow up the outstanding orders immediately with tracing system


53/90

- Distribute and files all papers to department concerned


- To assist Purchasing Executive in carry out daily operations of Purchasing Department in

regarding Best price, Best quality and Best Quantity

- Reporting the special case in condition of urgent or need approval with Purchasing

Executive

- Supervising Purchasing Agent in daily operation

- Rotation with Purchasing Executive in handling daily Market List (food) for absences of

the Purchasing Agent

- Responsible to informed an outstanding items

- Recorded Monthly Report Attendance of Purchasing Department

- Doing custom clearance of Printing item (sales & marketing programs)

- Pick up urgent goods in case cannot be delivered by suppliers and ready for direct/cash

purchases

- Always keep good relation with others in Purchasing, Receiving and other Department

- Keep cleanliness in purchasing area

JOB PROFILE



- Preferable from hotel background

- Good in handle/solve the problem

- Computer literate


54/90



- Male/female


- Honestly-integrity

- Open mind and reliable and able to lead people

WORKING CONDITIONS

Office hours is as determined for category of purchasing agent & willing working long hours as

requirement

NEEDED ATRIBUTES ATTITUDES:

- High achievement, self motivate, clear thinker, analytical, friendly and an outgoing

personality, have a good sense of humor and able to work long hours effectively and

communicate well with people at all level

TEMPERAMENT:


BUSINESS ETHICS



our guests and our colleagues. We always find the best way to solve a problem for a guest or acolleague. We work closely with our colleagues in all departments to deliver the highest quality




55/90




CONFIDENTIALITY










Department Head: Signed: ....... Date:.....



56/90

JOB TITLE: RECEIVING/PURCHASING SUPERVISOR



SUPERVISES: Receiving Clerk

JOB SUMMARY

: His duty to see that all merchandise received at the hotel has been properly ordered and that

the goods are in perfect condition before transmitting them to the general stores or thedifferent departments and also helping the purchasing day to day operation.





- Authorizing the delivery of goods to the hotel.

- Compare the invoice or receiving record accompanying the goods against purchase

order and see the quantity and description agree.

- Organize the goods delivery to General stores or to the requisitioning department.

- The Receiving Supervisor must be kept the copies of acknowledgement receipt from

respective department.

- Input/record the daily receiving data to the system.

- Record Daily Receiving Summary and follow up the outstanding items immediately.

- Follow up the outstanding orders with a tracing system, so that goods could be received

on time or possible be earlier. Oriental Hospitality Consultants



57/90

- Any goods delivered at the hotel must be justified by a purchase document (Purchase

Order, Purchase Request, Market List etc). - He must inspect the goods upon quality

and quantity.

- All goods must be transmitted to the general stores or to the department concerned.

- Any goods leaving the hotel such as returnable containers must be registered and

verified.

- Keep cleanliness of and Receiving area.

JOB PROFILE


- Able to communicate in English writing and speaking is an advantage.











WORKING CONDITIONS

Office hours is as determined for the category of Purchasing/Receiving Supervisor staff and

willing to work long hours during month end closing.


58/90


- High achiever, self-motivated, clear thinker, analytical. Have a good sense of humor and


TEMPERAMENT


BUSINESS ETHICS










CONFIDENTIALITY









Employee:. Signed: Date: ..........

Department Head: Signed: Date:.....


59/90


JOB TITLE: PAYMASTER



SUPERVISES:

JOB SUMMARY

: Pay all employees correctly and on timely basis via computerized payroll system and liaise with

Personnel department to ensure payroll records are accurately maintained, also ensureconfidentiality at all times.





- Enter all change / up to date payroll system into computer.

- Review all output from the payroll system, initiate correction or adjustments accordingly.

- Prepared manual holiday and termination pay, payroll deductions, payroll journal and

Manpower monthly report.

- Prepare payment of payable tax and reporting to tax office.

- Review all Jamsostek deduction, Pension Fund complete necessary.

- Prepared and issue payroll slip every month.

- Assist General Cashier as required in daily deposit and other duties.


- Collect and verify all basic information pertaining to salaries and originating from

different sources (time cards, attendance sheets, deduction on salaries & wages).

- Calculation of salaries and wages and preparation of all pay slips and pay journal.


60/90

- Ensure for payment of payable tax and reporting to Tax Office deadline is met, to

avoid any penalties.

- Ensure all payroll deadline are met.

- Reconcile payable tax at year end, and issue tax certificates.



JOB PROFILE



are an advantage.


- Knowledge in tax regulations or Accounting at least 1 2 years.





guests.





WORKING CONDITIONS

Office hours is as determined for the category of Paymaster staff and willing to work long hours

during month end closing.


61/90


- High achiever, self-motivated, clear thinker, analytical. Have a good sense of humor and


TEMPERAMENT


BUSINESS ETHICS










CONFIDENTIALITY






Increasing and customers expectations will be even higher, therefore new tasks will Added, as it

shall be required.

I have read, understood and agree to this job description,

Documents

Oriental Hospitality Finance Job Descrption