Job Description
Join Our Downtown KC Dream Team!
HR & Accounting Administrator at Hotel Indigo Kansas City Downtown
Are You Our Next Numbers Ninja & People Pro?
We're not just looking for an HR & Accounting Administrator – we're seeking a talented multitasker who can juggle spreadsheets while spreading smiles! At Hotel Indigo Kansas City Downtown, we believe in creating exceptional experiences for both our guests and our team members.
The Role in a Nutshell
Imagine being the wizard behind the scenes who keeps our financial gears turning smoothly while ensuring our team feels supported and valued. You'll be our go-to expert for everything from processing payroll to planning fun team activities (yes, we're serious about having fun at work!).
What You'll Do
Money Magic ✨
- Keep our books beautiful by managing accounts payable and receivable
- Process payroll with precision (because everyone loves getting paid on time!)
- Handle tax exemptions like a pro
- Maintain our daily checkbook and deposits with eagle-eye attention
People Champion
- Welcome new team members with stellar onboarding experiences
- Track vacation time (because we want you to enjoy yours too!)
- Plan awesome team activities and recognition programs
- Keep everyone in the loop with well-organized meetings and training sessions
Guest & Vendor Relations
- Build great relationships with our vendors and guests
- Help resolve billing questions with a smile
- Jump in to support the front desk team when needed
- Handle lost and found items (yes, you might be someone's hero!)
What Makes You Perfect for This Role
- You're a details superhero with accounting, finance, or HR experience
- You can juggle multiple tasks while keeping your cool
- You love making spreadsheets pretty (and accurate!)
- You're tech-savvy and ready to master our hotel systems
- Your organization skills make Marie Kondo look messy
Job description
Position Title: HR & Accounting Administrator
Location: Hotel Indigo Kansas City Downtown
Reports To: General Manager
Position Summary:
The HR & Accounting Administrator is a highly detailed role that combines human resources management and financial administration responsibilities to support smooth hotel operations. The ideal candidate is a motivated self-starter with exceptional organizational skills, attention to detail, and the ability to multitask effectively in a fast-paced, boutique hotel environment. This role oversees accounts payable and receivable, payroll processing, tax exemption compliance, vacation tracking, employee engagement, and coordinating departmental training and meetings. The HR & Accounting Administrator also ensures compliance with labor laws, fosters a positive workplace culture, and supports guest and vendor relations. The ideal candidate will excel in multitasking, attention to detail, and fostering a collaborative workplace culture.
Key Responsibilities:
Accounting Administration
Accounts Payable:
- Process and verify invoices, ensuring accuracy, proper approval, and coding and send to accounting.
- Manage payment schedules to maintain positive vendor relationships.
- Reconcile monthly statements and resolve discrepancies promptly.
- Ensure approvals and accruals comply with company policies.
- Ensure timely payment of invoices and maintain proper documentation.
Accounts Receivable:
- Prepare and issue invoices for group bookings, events, and guest services.
- Track incoming payments, follow up on overdue accounts, and ensure timely collection.
- Maintain accurate records and update financial systems.
- Handle Credit card disputes
- Post payments into the financial system with detailed accuracy.
Guest and Vendor Relations
- Address guest billing and account inquiries promptly and professionally.
- Maintain positive relationships with vendors by ensuring timely payment and clear communication.
- Represent the hotel with excellent guest and telephone etiquette.
Tax Exemptions:
- Verify and process tax-exempt guest and group reservations.
- Maintain compliance with local, state, and federal tax exemption policies.
- Keep accurate records for audits and financial reporting.
Checkbook and Deposits:
- Reconcile the hotel’s checkbook daily to ensure financial accuracy.
- Process and secure daily deposits with detailed documentation.
- Process, document, and email cash sheet daily to accounting.
Payroll Administration:
- Accurately process bi-weekly payroll for all employees, ensuring correct hours, deductions, and compliance with tax regulations.
- Maintain payroll records, including timesheets, overtime, and vacation/sick leave tracking.
- Resolve payroll-related inquiries and discrepancies in a timely manner.
- Track vacation and time-off balances and maintain proper records for reporting.
- Address payroll-related inquiries or discrepancies in a timely, professional manner.
Human Resources Administration
Onboarding, Orientation and Recruitment:
- Oversee onboarding for new hires, including welcome packets, compliance documentation, and orientation scheduling.
- Collaborate with managers to support recruitment efforts, including job postings and scheduling interviews.
- Maintain personnel files, including tax documents, performance reviews, and training records.
- Vacation and Time-Off Management:
- Track and manage employee vacation, sick leave, and personal days.
- Ensure approvals and accruals comply with company policies..
- Provide timely reports to managers on time-off balances.
Employee Engagement:
- Collaborate with management to develop and implement employee engagement initiatives, including recognition programs and team-building activities.
- Act as a resource for employees, addressing concerns and fostering a positive workplace environment.
- Plan and execute employee engagement initiatives, such as recognition programs and team-building activities.
- Help with employee engagement surveys.
- Distribute engagement surveys and track action items for follow-up.
Training and Meetings
Monthly Departmental Training:
- Schedule and coordinate monthly departmental training sessions in collaboration with department managers.
- Track employee participation and ensure compliance with required training programs for IHG & GLMG.
- Develop and distribute training materials, ensuring alignment with hotel standards and objectives.
- Schedule and coordinate monthly departmental training sessions with managers, ensuring compliance with hotel policies and mandatory standards.
- Organize and document monthly departmental meetings to review goals, metrics, and challenges.
- Distribute meeting notes and track action items for follow-up.
Meetings:
- Organize and document monthly departmental meetings to review updates, address challenges, and recognize achievements.
- Ensure meeting notes are distributed and action items are tracked for follow-up.
General Administration
- Filing and Documentation:
- Maintain organized records for accounting, HR, and compliance purposes.
- Ensure financial and personnel files are secure, up-to-date, and audit-ready.
Compliance:
- Ensure compliance with labor laws, tax regulations, and company policies.
- Assist with internal and external audits, providing necessary documentation.
Collaborate with Front Desk:
Help ensure accurate charge postings for payments.
Help with cover at Front Desk with department meetings or manager vacations.
Help with input group blocks.
Help with guest letters.
Help with lost and found and shipping of items.
Qualifications:
- Degree in Accounting, Finance, Human Resources, or a related field preferred.
- 2-3 years of experience in accounting, payroll, or HR administration, preferably in hospitality.
- Knowledge of accounts payable/receivable, payroll systems, tax exemptions, and financial software (e.g., Excel, Opera PMS).
- Strong organizational, multitasking, and communication skills.
- Ability to handle sensitive information with confidentiality and professionalism.
Key Competencies:
Key Competencies:
- Attention to Detail: • Problem-Solving: Quickly and effectively resolves guest, employee, or financial issues.
- Team Collaboration: Works closely with various departments.
- Leadership: Coordinate employee engagement programs and foster a positive work environment. Supports and encourages a positive and inclusive work environment.
- Attention to Detail: Ensure accuracy in financial records, payroll, tax compliance and HR documentation.
- Problem-Solving: Address discrepancies and resolve employee or guest concerns effectively.
- Collaboration: Work seamlessly with various departments to support hotel operations to achieve hotel goals.
Hotel Indigo Kansas City Downtown is dedicated to fostering a collaborative and engaging workplace culture. If you are organized, proactive, and passionate about supporting both HR and Financial operations, we encourage you to apply for this rewarding position.
Benefits:
- Pot of Gold Year End Bonus
- Birthday and Christmas Gift
- Hotel room worldwide discount program with IHG
- Fun activities i.e., annual employee picnic, holiday parties, employee of the month celebrations, etc.
- Opportunities for professional growth and development.
Physical and General Requirements:
- Stand, walk, and move continuously for up to 8 hours.
- Bend, kneel, and perform physical movements requiring full mobility.
- Lift and carry up to 50 pounds occasionally.
- Operate a computer, telephone, calculator, and other office equipment for 90-95% of work hours.
- Work efficiently while multitasking and maintaining focus in a busy environment.
Essential Skills and Attributes:
- Excellent vision, hearing, and comprehension for reading, writing, and understanding complex documents.
- Clear and professional speech and communication skills for guest and team interactions.
- Proficient in hotel software systems (e.g., Opera PMS), financial systems, and Microsoft Office Suite.
- Strong literacy and organizational skills for maintaining documentation and managing compliance tasks.
- Superior guest relations and telephone etiquette skills, including the ability to remain calm and professional in high-pressure situations.
Compliance and Standards:
- Must be at least 19 years old.
- Successfully pass a background check prior to employment.
- Maintain confidentiality and professionalism in all interactions and documentation.
Job Type: Full-time
Pay: $45,000.00 - $48,000.00 per year
Benefits:
- Dental insurance
- Disability insurance
- Employee discount
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 10 hour shift
- 8 hour shift
- Day shift
- Night shift
- Weekends as needed
Ability to Commute:
- Kansas City, MO 64105 (Preferred)
Ability to Relocate:
- Kansas City, MO 64105: Relocate before starting work (Required)
Job Tags
Holiday work, Full time, Temporary work, Local area, Worldwide, Relocation, Flexible hours, Shift work, Weekend work, Day shift,