Summary
Operational • Ensures that three quotations have been obtained for all items purchased. • Ensures thorough understanding of the SCALA system (Materials Management System). • Monitors and ensures that Purchasing obtains up-to-date and accurate quotations. • Ensures that accurate par levels are established and ordering is done in accordance with the set par and no alterations are to be made to the purchase orders unless approved. • Participates in formal negotiations for annual or large contracts involving inventory items. • Ensures that all goods delivered by suppliers are channelled to the Receiving Department. • Ensures all scales are working properly. • Ensures that all goods are not left unattended. • Ensures that all invoices are stamped and signed by the Materials clerk. All direct purchased items should also be signed by the outlet manager. • Spot checks to ensure that goods are received as per specifications. • Ensures all goods and items are received according to delivery schedule, properly checked on quality and are documented according to the related policies and procedures. • Ensures all liquor bottles are stuck and stamped with the appropriate control labels. • Audits monthly stock take and prepares stock reconciliation for all stockrooms. • Prepares daily food and beverage actual/ potential cost report. • Ensures that all monthly inventories purchased are in balance with the accounts payable. • Prepares month-end cost audit report, which includes reconciliation of all storerooms. • Ensures that all policies and procedures are being followed. Counts cash on hand, inspects notes receivable and payable, negotiable. • Provides the appropriate level of professional, courteous and caring service to other employees (internal customers) and other visitors to the division. • Handles guest and employee enquiries in a courteous and efficient manner, reporting complaints or problems if no immediate solution can be found, whilst feeding back a prompt follow up. • Maintains positive guest and colleague interactions with good working relationships. Administration • Maintains files for all pertinent cost audit Operating Equipment and FF&E; records. Financial • Understands thoroughly Hyatt International objectives in Cost Audit as to provide an effective auditing system for the activities of the Materials Management division. • Provides summary reports of the costs required by the Accounting and Control division to prepare daily and monthly reports. • Provides Heads of Departments with the cost figures necessary for them to operate their individual profit centre profitably. • Ensures accurate data input by operation level personnel. • Audits back-of-house functions; namely, materials management and the commissary kitchen. • Audits the day-to-day operation of all food and beverage outlets. • Fully conversant with operation of the Materials Department, i.e. receiving, purchasing, issuing, storing and commissary kitchen. • Fully familiar with internal control procedures. • Ensures that all purchase requests, other than inventory items, are approved by the General Manager and Director of Finance. • Ensures new technology and equipment are embraced, improving productivity whilst taking work out of the system. People • Develops Accounting Clerk to work following the operational, financial, administrative philosophies. • Through hands-on management, supervises closely all Accounting Clerk in the performance of their duties in accordance with policies and procedures and applicable laws. • Delegates appropriately, duties and responsibilities to equipped and resourced employees, nurturing and developing them whilst ensuring standards of operation and safety are maintained. • Develops and assists with training activities focused on improving skills and knowledge. • Monitors employees morale and provides mechanisms for performance feedback and development. • Assists to conduct annual Performance Development Discussions with employees if required and supports them in their professional development goals. • Supports the implementation of The People Philosophy, demonstrating and reinforcing Hyatt’s Values and Culture Characteristics. • Ensures that all employees have a complete understanding of and adhere to employee rules and regulations. • Ensures that employees follow all hotel, company and local rules, policies and regulations relating to fire and hazard safety, and security. Other duties • Attends and contributes to all training sessions and meetings as required. • Is knowledgeable in statutory legislation in taxes, employee and industrial relations. • Exercises responsible behaviour at all times and positively representing the hotel team and Hyatt International. • Maintains strong, professional relationship with the relevant representatives from competitor hotels, business partners and other organisations. • Reads the hotel’s Employee Handbook and have an understanding of and adhere to the hotel’s rules and regulations and in particular, the policies and procedures relating to computer resources, fire, hygiene, health and safety. • Ensures high standards of personal presentation and grooming. • Responds to changes in the Accounting function as dictated by the industry, company and hotel. • Carries out any other reasonable duties and responsibilities as assigned.
Qualifications
Ideally with a relevant degree or diploma in Finance, Commerce or Hospitality/Tourism management. Minimum 2 years work experience as Accountant or Cost Controller in larger operation. Good problem solving, administrative and interpersonal skills are a must.
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