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Position Detail - Front Office Supervisor/Accounting Specialist

Front Office Supervisor/Accounting Specialist

Apply now Job no: 492926
Work type: Staff Full-time
Location: South Hadley, MA
Categories: Administrative/Executive/Office Support, Business/Accounting/Finance, Other

Position Type: Staff Full-time

Hours per week: 37.5   

Weeks per year: 52

Work Schedule: M-F 7am - 3:30pm 

Department Summary & Job Purpose:

Oversees Front Desk, Housekeeping and financial functions of the Willits-Hallowell Center. Responsible for guest services and the daily front desk and housekeeping operations ensuring guests of the Willits-Hallowell Center have a pleasant experience.

 

Core Job Duties and Responsibilities: 

  • Supervise, hire, schedule, evaluate, discipline and provide direction to the front desk and housekeeping staffs.
  • Open and close front desk shifts- respective paperwork ie dining checks log, end of shift procedures, etc.
  • Front office and POS systems: responsible for cash drawer, data entry, guest room registration, guest check-in/checkout, etc.
  • Overnight guest room reservations, confirmation letters.
  • Develops and implements policies and procedures for front desk operations.
  • Monitors and adjusts room rates as necessary and maintains competitive analysis information
  • Monitors and manages all group room blocks
  • General administrative duties as they pertain to front desk operations.
  • Monitors and compiles all guest evaluation information
  • As a representative of the college, communicate effectively and professionally providing exceptional service to all guests of the Willits-Hallowell Center.
  • Works independently while exercising sound judgement.
  • Collaboration and cooperation with all other departments within the Center, helping to foster a team environment.
  • Coordinate and communicate all shut down periods with campus service providers
  • Purchase office supplies, guest room and housekeeping supplies as needed
  • Works with the Assoc. Director on in house marketing for the hotel and Conference Center.
  • Generates monthly billing, distribution of invoices and other accounts receivable for the Willits-Hallowell Center and Conference & Event Services.
  • Implement, monitor and maintain dept. inventory, record keeping, purchasing and accounting procedures.
  • Creates and monitors revenue and expense forecasts
  • Manage operations in compliance with local, state and federal laws and regulations
  • Research and respond to billing questions and errors.
  • Compiles daily deposits.
  • Completes all tax related information and reports.
  • Responsible for accounts payable. 
  • Tracks and calculates gratuity distribution.
  • Maintains and authorizes petty cash.
  • Oversees, updates, and maintains front office, point-of-sale, and credit card systems.
  • Assist Director in analysis and development of the budget.
  • Generates revenue and expense reports as needed.
  • Completes and monitors payroll and associated duties.
  • Monitors and submits credit card statements • Act as manager on duty as needed
  • Project work as assigned the by the Director or Assoc. Director. 

Qualifications: Excellent interpersonal and customer service skills. Excellent communication, guest service, and time management skills. Flexibility to work extended or irregular hours including occasional weekends, holiday, and evening shifts as needed.

Preferred Qualifications: Preference to candidates with two years hotel front desk experience or more. Accounting/bookkeeping experience is required and strong working knowledge of Excel is needed. 1-2 years management experience. Associates/Bachelor Degree or equivalent work experience considered.

License/Certifications:

Compliance Requirements: 

Physical Demands: 

Working Conditions: Employee operates office equipment and computers to perform essential duties and
responsibilities.
• Sufficient clarity of speech required includes those which permit the employee to discern verbal
instructions and communicate effectively in person and by telephone.
Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force
frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work
involves sitting most of the time. Jobs are sedentary if walking and standing are required only
occasionally and all other sedentary criteria are met  

Background Checks:

Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified
employees that will allow all of its students, faculty, staff and those associated with them to successfully
carry out the mission of the college. As a condition of employment, the College will conduct appropriate
background checks for all new hires. Mount Holyoke has designated the Office of Human Resources as
the office responsible for ensuring that background checks (CORI, SORI, Credit History, & Driver

Credential) are completed and utilized in the hiring process and Five College Office of Compliance and
Risk Management as the office responsible for facilitating background checks as articulated in this policy.

Special Instructions for Applicants: 

Apply online by application deadline. Application materials must include 1) a cover letter summarizing
interests and qualifications, 2) a complete resume or curriculum vitae, and 3) contact information for 3
professional references. 

Mount Holyoke College is a women’s college that is gender diverse. The College is committed to providing equal access and opportunity in employment and education to all employees and students. In compliance with state and federal law, Mount Holyoke College does not discriminate on the basis of race, ethnicity, color, genetic information, sex, national or ethnic origin, religion, age, physical or mental disability, marital status, sexual orientation, pregnancy, gender identity or expression, ancestry, veteran or military status, or any other legally protected status under federal, state or local law. The College does not discriminate on the basis of gender in the recruitment and admission of students to its graduate program.

Mount Holyoke College is an Equal Opportunity Employer. 

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