THE SUMMARY OF JOB DESCRIBTION

ACCOUNTING TEAM

A. FINANCIAL CONTROLLER
1. Effectively manage and communicate cash flow related issues. This will include the
accurate and timely preparation of cash flow statements, management of receivables, payables, cash
balances control mechanisms and timely deposits.
2. Monitor hotel revenues / expenses and ensure the accurate recording as per Aston
established guidelines. Investigates and critique variances to plan and or to prior year and offer practical
improvements methodologies to management.
3. Monitor the capital planning process by assisting management with the calculation of
return on capital improvements, gathering support and monitoring the bid process, ensuring proper
upkeep of the property by evaluating scope of work and specifications.
4. Ensure compliance with all contracts, legal agreements and the proper execution of all
operational taxes, assist management in maintaining all licenses, permits, insurances, and other
regulatory contracts.
5. Analyze financial data and operations in order to advise management and to assist in
achieving and maintaining the hotel’s financial objectives.
6. Maintain compliance with the Aston Group Financial Manual and all the policies and
procedures documented in the manual.
7. Establish and continually audit all internal financial controls including purchasing, cash
handling and disbursements, inventories, hotel assets, master keys, payroll and employee records.
8. Hire, train, supervise and develop staff, including coaching, counseling and discipline.
9. Maintain compliance with Aston Standards and regulations to ensure safe
and efficient operation of the hotel.
10. Ensure the proper utilization, maintenance and periodic upgrades of all
Information Technology equipment (where responsible).
11. Direct or prepare all financial reports in accordance with Aston
requirements meeting various due dates.
12. Conducts and/or attend and contributes to periodic meetings to maintain
favorable working relationship with the management team and promote maximum
morale, productivity and efficiency i.e.
a. Executive Committee – Sales and Service
b. Aston Business Review – Departmental
c. Financial Review – Budget and Forecast
d. Credit and Collection
13. Maximise efforts toward productivity, identify problem areas and assist in
finding and implementing their solutions.
14. Maintain accurate job description for department staff.
15. Must be able to clearly convey information and ideas including complex
or technical issues, orally and in writing.
16. Must be able to evaluate and select amount alternative courses of action
quickly and accurately. Must work well in stressful, high pressure situations and
manage priorities.
17. Must be effective in handling problems in the work place, including
anticipating, preventing, identifying, and solving problems as necessary.
18. Must have the ability to assimilate complex information, data, etc. from
disparate sources and consider, adjust, or modify to meet the constraints of the
particular need.
19. Must be effective at listening to, understanding, taking action when
required and clarifying the concerns and issues raised by co-workers and guests.
20. Must be able to work with, understand and interpret financial
information, hotel operations data and complex arithmetic functions.

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 21. Must be able to priorities departmental functions in order to meet
deadlines.
22. Must be able to make decisions that are always sound and of the highest
professional standard

B. BOOKEEPER

C. EDP
1. Check and monitor the operation of all computer hardware and ensure
that all systems are installed and working properly.
2. Ensure all systems have correct contracts for maintenance as required.
3. Train selected hotel staff to take on major responsibilities.
4. Control user ID passwords and profile periodically.
5. Maintains technical and user documentation support system, newsletter,
etc.
6. Inform all Department Heads on current computer related issues (i.e
news release, MIS trends and virus activities).
7. Test all software approved by management.
8. Check and ensure that by close of day, the Property Management System
is running smoothly and that close-of-day reports are printed properly.
9. Check all hotel interface and ensure that all interface PCs are working
properly (Micros,TESA, PABX, Meridian Mall).
10. Check and ensure that the Internet is on function mode and ensure
incoming massages are printed accordingly.
11. Ensure that Federal Computer Juru Data is working.
12. Maintain up to date computer hardware (PC work system, Micros, Printer
act).
13. Investigate and report the software and hardware problems to concerned
vendors or suppliers.
14. Perform related duties and special project assigned.
15. Establish and maintain effective employee relations.
16. Contribute toward hotel activities as directed.
17. Perform and maintain EDP daily checklist.
18. Maintain and support Cyber relations.
19. Back p all files at the end of the day.
20. Complete other duties that are assigned by the Financial Controller and /
or the General Manager.

D. COST CONTROLLER
1. Ensure that the Purchasing Department records and checks all purchase
so that the best quality and the best available price are obtained.
2. Inspect the receiving area periodically to verify that receiving procedures
are being followed.
3. Inspect all store rooms at least once daily and personally check the items
contained in the store room against bin cards, meat tags, etc. to ensure that store
room procedures are being observed.
4. Prepare the daily Food and beverage sales and cost (daily flash cost)
reports.
5. Ensure staff are accurately performing assigned work and that items for
expense charges and correctly posted.
6. Work with the Executive Chef to ensure that items listed on the menus
are ordered and that supplies received are of the highest quality.
7. Update the menu-costing quarterly and report the result to the Food and
Beverage manager with proposed sales prices and percentage cost of each dish.

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 8. Conduct food testing with the chef of new products available in the
market.
9. Prepare food analysis when new menu items are added or when
requested by the F&B Manager.
10. Conduct spot-checks on potion so that consistent portion sized are
maintained.
11. Work with F&B Cashier Supervisor to ensure that all food/beverage taken
out of kitchen/bars are supported by a captain’s order and that guest checks have
correct prices.
12. Take monthly inventories of food/beverage, general store room, and
bars.
13. Finalize the month-end cost board by the 3-rd working day of the
following month.
14. Complete the month-end report by the 6th working day of the following
month.
15. Prepare a report on the comparison of the hotel’s prices with the leading
competing hotels in the area, and submit to Management each month.
16. Conduct market surveys twice a month and report the results to the
Accounting Division Manager.
17. Spot check the house-use/entertainment checks and reports to the
Accounting Division Manager every month-end.
18. Maintain the highest standards of discretion, honesty, business ethics
and devotion to duty.
19. Complete other duties that are assigned by the Assistant Chief
Accountant and/or by the Accounting Division Manager.

E. GENERAL CASHIER
1. Ensure the charges that are debited to various accounts are accurate
and posted on a timely basis.
2. Compute the city ledger account balances and send these statements
as soon as possible.
3. Separate the travel agent accounts, city ledger, credit card, and
employee ledgers.
4. Ensure the necessary information concerning overdue accounts is
submitted to the Accounting Division Manager and the Assistant Chief Accountant for follow
up.
5. Control cash flow by recording, posting and balancing the advance
deposit reports.
6. Respond to guest and other customer queries regarding account
disputes.
7. Ensure that billing statements are in agreement with contracts.
8. Verify that subsidiary ledgers are in agreement with the appropriate
control accounts and prepare trial balance analysis of ledgers.
9. Prepare reports and analysis concerning accounts receivable.
10. Complete other duties that maybe assigned by the Assistant Chief
Accountant and/or by the Accounting Division Manager.

F. CREDIT & A/R MANAGER

1. Ensure the charges that are debited to various accounts are accurate and
posted on a timely basis.
2. Compute the city ledger account balances and send these statements as
soon as possible.
3. Separate the travel agent accounts, city ledger, credit card, and
employee ledgers.
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 4. Ensure the necessary information concerning overdue accounts is
submitted to the Accounting Division Manager and the Assistant Chief Accountant for
follow-up.
5. Control cash flow by recording, posting and balancing the advance
deposit reports.
6. Respond to guest and other customer queries regarding account
disputes.
7. Endure that billing statement are agreement with contracts.
8. Verify that subsidiary ledgers are in agreement with the appropriate
control accounts and prepare trial balance analysis of ledgers.
9. Prepare reports and analyses concerning accounts accounts receivable.
10. Complete other duties that may be assigned by the Assistant Chief
Account and and/or by the Accounting Division Manager.

G. INCOME (+NIGHT) MANAGER

1. Post all charges for the day not previously posted by the Front
Office at the end of the business day each day.
2. Close all restaurant and bar transactions, and point-of-sale
systems if available.
3. Check the restaurant cashiers daily record and verify postings to
the city ledger including entertainment and officers checks
4. Prepare the trial balance report, manager report etc., once all
charges are balanced.
5. Ensure that electronic draft charges have been correctly
transmitted each day.
6. Back-up system after closing-out the day’s transactions.

Night auditor procedures

7. Before starting nightly audit the night auditor should post all
charges for the day that the Front Office did not post.
8. Compare the point-of-sale systems’ total to the restaurant
cashier’s daily record to ascertain whether cash, city ledger, entertainment and
relevant checks and documents support officer entries.
9. If all department keys are in Balance, the Income Audit prints the
reports, trial balance, managers’ report, account receivable of the day, guest
outstanding, over limit, etc.
10. Audit and balance the guest ledger. Make certain that all
charges have been posted to the guest ledger and balanced to the sales report
and the general ledger.
11. Restaurant and bar – the department keys for F&B charges
must balance with the guest ledger on the daily F&B revenua report.
12. Long distance calls – The voucher’s total must correspond
with the total summary of long distance and PABX report.
13. Laundry and Valet – The laundry and valet vouchers total
should agree with the laundry and valet control sheet and trial balance report.
14. Miscellaneous Charges – the sum of miscellaneous vouchers
(used for recreation activity, doctor fee, transportation etc.) must agree with
each activity summary of the daily sales report and trial balance.
15. Paid out – Paid out vouchers represent disbursements that
the paid out by the Front Office during the day and which are to be charged to
the folio. The voucher total must agree with the cash report and trial balance.
16. Cash Sales Clearance – The total of all cash-checked out
folios and all vouchers paid, must agree with cash report and trial balance.

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 Corrections of cash sales clearance must be fully explained on the corrections
list.
17. Adjustment – The total of rebate and adjustment vouchers
must agree with the trial balance. The Night auditor must check that an
authorized person approves rebate/adjustment vouchers.

H. A/P Spv.
1. Match receiving invoices to authorized P.O’s (Purchase Order)
2. Post all invoices into the system on daily basis.
3. Reconcile between general ledgers against details of invoice every month
end.
4. Provide checks and attach to matched documentation to process payment
5. Review vendor statements, ensuring that amounts are current.
6. Print and file all pertinent records.
7. Perform month end closing as scheduled by the Finance Controller.
8. Complete other duties that may be assigned by the Finance Controller.

I. Tenant Relation Officer

1. Assist in the implementation of the Hotel’s Chart of Accounts and to up-date newly created
accounts into the computer system.
2. Ensures proper maintenance and accuracy of accounting ledgers and subsidiary records.
3. Collects and maintains all transaction documents necessary for posting to the journals and
ledgers.
4. Prepares monthly adjustment journals and controlling accounts for prepayment accrued
expenses.
5. Prepares all monthly closing journals entries and its supporting schedules for all Balance Sheet
and Profit and Loss Accounts items.
6. Assist in closing the books of accountants at the financial month-end and the timely
preparation of financial data and reports.
7. Prepares monthly reconciliation for each General Ledger accounts.
8. Prepare Monthly Financial Statement Report of Holding Company.
9. Ensures that fixed Assets Register is maintain and up-to-date.
10. Prepares analysis of payment and accrual schedules and distributes to respective accounts on
a monthly basis.
11. Any other assignment or responsibilities as delegated by the Financial Comptroller .
12. To perform other duties as may be assigned by Management.
13. Be familiar with hotel products, activities and services and be able to explain them to
apartment’s owner.
14. Maintain good relations with the to apartment’s owner.
15. Keep all hotel documents confidential. Never give the room number of in-house
guests to outside callers.

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