Financial Controller @Ibis Mumbai Vikhroli, Ibis Navi Mumbai & Ibis Thane

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Main Duties and Scope of Role

• To ensure effective implementation of all accounting policies and procedures, to interpret financial results, and to provide management with the tools for future planning.
• To ensure effective implementation of all Materials Policies & Procedures following local legislation, whilst maintaining Accor’s Standards in Materials Management.
• To ensure that all legal and statutory requirements are complied with.

Main Duties

• To know all terms and conditions of the management agreement and to ensure that they are        adhered to.
• To maintain complete and supported accounting records of both the hotels as per the Company’s        policies and procedures.
• To implement local accounting procedures to ensure compliance with local government regulations, after approval from the area and/or corporate offices.
• To prepare and interpret the financial statements and reports of both the hotels.
• To audit the accounts, records and transactions of both the hotels, aided by ongoing efforts to streamline internal control procedures.
• To implement all necessary controls in order to safeguard the assets both the hotels and to maintain records for the fixed assets, operating equipment, supplies and inventories.
• To co-ordinate an effective and efficient Materials Management / Resource allocation through establishing a flexible work force throughout the Department, based on the principles of Multi Skilling and Multi Tasking.
• To ensure that both the hotels expenses are minimized through the use of effective purchasing and by obtaining the most competitive prices for goods and services.
• To ensure that proper operating standards are adhered to in the areas of purchasing, receiving, storing and issuing.
• To assist in compiling, together with the General Manager and Heads of Division, all budgets and forecasts covering all activities of both the hotels and to maintain all budget control procedures.
• To assist in the administration of credit and collection procedures.
• To understand Accor and/or both the hotels tax obligations, using the assistance of locally-appointed auditors or tax experts.
• To obtain the requisite government licenses and approvals for the operation of both the hotels
• To review and ensure proper procedures and controls of purchasing, receiving, storing and requisitioning functions, i.e. Materials Management functions.
• To administer and control cash management, which includes investing in time deposits in banks approved by Accor, as well as obtaining overdraft facilities whenever necessary with the prior approval from the owning company.
• To liaise with both internal and external auditors in compliance with the Company’s requirements.
• To administer the legal aspects in compliance with the Company’s requirements and the law.
• To administer the IS section and ensure that both the hotels computer system and it’s software are fully utilised, well safeguarded and properly maintained.
• To keep and safeguard all contracts, leases, insurance policies, licenses, and all legal and financial documents.
• To administer Accor and both the hotels insurance matters in conjunction with the locally appointed insurance agent.
• To assist the General Manager in the compilation of all departments’ written policies and procedures into both the hotels own in-house policy manual.
• Payroll and Productivity Management
• Exercises efficient Payroll Management/Resource allocation through the establishment of a flexible workforce throughout the Division. This will be based on the principles of a flexible employee base (Full Time and Part Time employees), multi-skilling and multi-taking
• Directs subordinates to ensure productivity meets standards given in accordance with Accor Design Standards and Criteria and the Accor Food and Beverage Operations Manual.
• Focus attention on improving productivity levels and the need to prudently manage utility/payroll costs within acceptable guidelines ensuring optimum deployment and energy efficiency of all equipment
• Ensure new technology and equipment are embraced, improving productivity whilst taking work out of the system
• Establish a well organised Food and Beverage store, maintaining close control on the consumption of material, stores and inventory control. Physical inventories of all supplies and operating equipment are to be taken on a monthly and a quarterly basis respectively.
• Ensures adequate materials are on-hand to meet operational and service needs and assists, if necessary, materials/procurement personnel with sourcing desired/required materials at the best price.
• Reviews and approves all invoices and Purchase Requests involving Food and Beverage equipment and supplies etc.

Administration

• To ensure that the Departmental Operations Manuals are prepared and updated annually
• To ensure that all financial, Legal and Insurance records and files are maintained according to the established standards computerized where possible.
• To ensure that all meetings are well planned, efficient and result oriented.
• To ensure that a complete database and library is maintained on all both the hotels equipment, furnishings, key suppliers, to include catalogues, price lists, reference data, etc.

Personnel Management

• To manage the staffing of the Finance and Administration Division, liaising closely with the hotel’s Talent & Culture and with the approval of the General Manager. Staff management involves the selection, employment, supervision, transfer, review, promotion and dismissal (with due cause) of individuals within the Accounting Department.
• To implement appropriate training programs in computing/accounting/finance in conjunction with the Talent & Culture and to develop Departmental Trainers in the Accounting Department.
• To maximise productivity and morale by setting goals, providing clear guidelines and by developing team spirit.
• To assist in the building of an efficient team of employees through Multi Skilling, Multi Tasking and flexible scheduling and by taking an active interest in their welfare, safety and development.
• To develop departmental trainers, assign training responsibilities and meet with Departmental Trainers monthly.
• To conduct yearly performance appraisal and give employees regular feedback on their job performance.
• To ensure that all employees report for duty punctually wearing the correct uniform and name badge at all times.
• To ensure that all employees provide a courteous and professional service at all times.
• To ensure that all employees have a complete understanding of and adhere to the Hotel's Employee Rules & Regulations and adhere to the hotel's policy relating to Fire, Hygiene, Health and Safety.

General

• To respond to the changes in departmental functions as dictated by the industry, the Company, or both the hotels.
• To understand and strictly adhere to the Rules & Regulations established in the Employees Handbook and the Hotel’s policy on Fire, Hygiene, Health and Safety.
• To maintain a high standard of personal appearance and hygiene at all times.
• To maintain a good rapport and working relationship with staff in the department colleagues and all other departments.
• To conduct and attend meetings Departmental and both the hotels training schedules and other related activities.
• To undertake any reasonable tasks and secondary duties as assigned by the General Manager.
• To project at all times a positive and motivated attitude and exercise self control.
• To have a complete understanding of the Audit Section in the Operations Manual and Policies & Procedures.
• To handle guest and employee inquiries in a courteous and efficient manner and report guest complaints or problems to supervisors if no immediate solution can be found and assure follow up with guests.
• To project at all times a positive and motivated attitude and exercise self control.

Health & Safety Responsibilities/ Duties

• Establish and maintain safe working conditions and practices following Accor Health, Safety and Environmental policies.

• Ensure all practicable steps are taken to maintain a safe work environment following Accor Health, Safety and Environmental policies.

• Ensure all staff within the department are fully conversant with departmental fire and evacuation procedures.
• Ensure all hazard are recorded and reported to the Management and that they are investigated appropriately with controls identified and reviewed.
• Implement Accor policy on prevention of Harassment/ Bullying in the Workplace according to guidelines.
• Ensure all protective clothing and equipment is provided to employees where necessary, maintained and they are train its use.

• Ensure all workplace accidents and incidents are reported accurately and promptly on the prescribed form, with appropriate investigation and corrective action taken.
• All serious harm accidents are reported to management immediately and within 7 days in writing.
• All new and transferring staff have training and ongoing supervision to ensure they have the knowledge and skills to perform work tasks in a safe manner.
• Rehabilitation support and assistance is provided to injured workers following Accor guidelines.
• Review and develop health and safety policy objectives and plans at least annually.
• Be proactive in keeping departmental health and safety records and information up to date.
• Ensue site visitor / contractor entry procedures are applied.

Other Comments:

• In the absence of the General Manager ensures the efficient and economic operation of both the hotels providing services and support to other divisions as required.
• To participate out quarterly, bi-yearly, yearly inventory of operating equipment.
• To prepare the Annual Business Plan in accordance with the guidelines of Accor Hotels India
• To carry out any other reasonable duties and responsibilities as assigned

• Qualified Chartered Accountant (CA) – Mandatory
• Minimum 10-12 years of experience in Finance & Accounts within hospitality industry
• Prior experience in hotel finance operations and cluster handling preferred
• Strong knowledge of budgeting, forecasting, MIS, statutory compliance, audits, taxation, payroll accounting & financial controls
• Experience with hotel PMS, Sun System / Opera / Material Control or similar hospitality software preferred
• Good understanding of Accor finance standards and internal controls will be an advantage
• Strong leadership, analytical and problem-solving skills
• Ability to manage multiple properties and coordinate with cross-functional teams
• Excellent communication and team management skills
• Proficient in MS Excel and financial reporting tools
• Ability to work in a fast-paced environment and meet deadlines