Financial & Administrative Associate in Springfield, Massachusetts at FALCON HOTEL CORP

Role Overview:

Falcon Hotel Corp. is seeking a highly organized, detail-oriented and dependable individual to join our finance team and support our operations team. In this on-site role, you will support the day-to-day accounting and administrative functions across all company entities, contributing to the accuracy and efficiency of our operations.

Key Responsibilities:

Accounting & Bookkeeping:

· Revenue Audit: Reconcile daily point-of-sale (POS) and property management system (PMS) reports, verifying cash, credit card, and room charge transactions.

· Cash Handling: Perform bank audits, assist with due backs to banks and train individuals as needed.

· Accounts Payable (AP): Process vendor invoices, match purchase orders, and prepare weekly check runs. Work with vendors to reconcile statements.

· Accounts Receivable (AR): Assist with Direct bill application follow up, invoicing for group bookings, corporate events, direct bills and office tenants.

· Collections: Follow up on outstanding receivable balances.

· Deposits: Receive checks and prepare deposit slips. Record all deposits into the accounting system.

· Inventory Tracking: Assist food and beverage and housekeeping managers with monthly inventory counts and reconcile variances. Work with operations to identify pricing changes.

· Reconciliations: Perform various account reconciliations.

· Financial Reporting: Assist the Director(s) of Finance in preparing month-end close and other reports.

· Projects: Perform special projects as requested by Management.

Administrative Support:

· Office Management: Maintain organized filing systems (digital and physical), order office and operational supplies, and manage vendor/supplier correspondence.

· Guest & Client Communication: Assist with answering phones and responding to email inquiries.

· Mail: Sort and distribute internal and external mail related to all departments.

· General Support: Provide ad-hoc administrative assistance to Management and department heads as needed.

Qualifications & Skills:

· Experience: 1–3 years of bookkeeping or accounting experience; previous work in the hospitality, hotel, or restaurant industry is strongly preferred.

· Tech Savviness: Proficiency with Microsoft excel, accounting software and POS/PMS systems (e.g., Toast, Micros, Lightspeed).

· Confidentiality: Ability to maintain strict confidentiality and handle sensitive information with discretion.

· Organization: Exceptional attention to detail and organizational skills with the ability to multitask in a fast-paced environment.

· Communication: Strong verbal and written communication skills; professional demeanor when handling guest or vendor inquiries.

· Continuous Improvement: Strong willingness to learn, able to adapt to new responsibilities, and resolve issues through effective troubleshooting