MAIN DUTIES:
Administration
• To discharge the duties in an effective and efficient manner.
• To answer all queries from suppliers in a professional manner.
• Operations manual (SOPs) for details:
- Evalpack policy for Treasury, Purchases & stock, & etc.
- MH SOP- Business Travelling SOP 2013
- Accor SOP- Account Payable- Index Nº: FIN- 06
- MH SOP- Barter deal SOP 2011
- MH SOP- Payment document for goods & services via outside vendors – 2009
Financial and Revenue Responsibilities
• VND payment by Bank transfer :
- Payment for the annual maintenance contracts due to the term of payment. Example: contract of Lift service,
chiller services, Pool services…
- Photocopy of contract for services/contract for rental
- Payment for salary of musicians and other performances
- Payment for advertising on newspaper and other advertising
- Documents:
- Payment for the over deposit or over paid from Travel Agents.
- Payment for consignment items at Laboutique shop.
- Services report/ Handover report/ other report
- Liquidate contract (for necessary cases)
- Payment for imported tax, vat tax, personnel income tax and others tax…
- Payment for commission of Travel Agents.
- Payment for Owner monthly. Exp: SEM expenses, undistributed services charged, AP SEM…
- VAT invoice (Head of Dept confirmation)
- Payment of salary, bonus, insurance, house rental and others benefits for local HOD, Expat, staff, casual staff, historians and baby sister
- Payment for the electricity, water, telephone, mobile phone fee
- Payment for other contract services or rental. Exp: contract for Laundry service, Tour services, Mercedes rental, orchid rental, equipments rental…
• Cash payment procedure
- For the petty cash voucher required from other departments in the hotel: Exp: Voucher for cars expenses….
- Other documents related
- Documents:
- VAT Invoice
- For the cash voucher required from suppliers.
- When the advance & clearance advance voucher are required. Example: Advance for travelling.
- Receiving record
- Purchase request, purchase order
• Foreign payment:
- Payment of commission for Travel Agency. Exp: Pegasus, Booking.com, Le cub Accor Hotel…
- Payment for Accor Management fee
- Payment for participant fee of Sales Mission. Exp: World of Sofitel, World of Accor, sales mission to other countries…
- Payment for items imported from oversea. Exp: Fresh items from France, printing items from Thailand…
- Payment for advertising outdoors. Exp: advertising on magazine, advertising on Sofitel website, and advertising on other Travel Agents oversea…
- Documents:
- Budget check list- for sales mission
- Original invoice
- Purchase request
- Other document related
- Purchase contract- for item imported
• Fixed Assets payment
- For the payment of items under Capex. Exp: Machines, equipments, computers…
- Documents:
- Receiving record
- Purchase request
- Contract approved by Owner
- VAT invoice
- Approval form for fixed assets item
• Reporting
- Along with account payable, produce AP aging report, then reconcile with trial balance and with suppliers.
- Reconcile the advance account to ensure that no long- overdue pending
- At the end of the month, Pay master will posting the hotels expenses accrual based on reports from other department, or the expenses based on the P/R which have not been invoiced. Example: Laundry report, consignment report, chemical report…
- At beginning of the month, Paymaster will prepare the VAT declaration report (combine with AP’s report and General Cashier’s report)
- Daily report of bank account VND & USD statement, posting the transactions to Sun system
Training and Human Resources Management
• To be ready and responsible when assigned to perform any other duties as designated by higher management.
• Directly reports to the General Accountant / Accounting Manager.
Miscellaneous
• All ambassadors are required to comply with every reasonable request from their hierarchical supervisor(s) within an amount of time that it takes to comply under normal circumstances.
• All ambassadors may be assigned to other duties in the hotel as and when required by business levels.
