JOBS DESCRIPTION

Accounting Department Aston International Indonesia

DESIGNATION RECEIVING STORE

OBJECTIVES Responsible for receiving all hotel items in accordance to the

Purchase Order specification, quality, quantity, price and condition of
Food & Beverage items and relatively to other items

REPORTS TO COST CONTROLLER

Administration
 To develop, implement, maximise, monitor and evaluate the hotel’s Accounting Strategy (goals,
tactics and actions) to achieve and exceed forecasted revenue figures in Rooms, Food and
Beverage, and all other revenue generating departments.
 To ensure Accounting activities are aligned with the Corporate Accounting Strategy and Hotel
Actions have been implemented where appropriate.
 To represent the Accounting function on the hotel's Executive Committee.
 To oversee the preparation and update of individual Departmental Operations Manuals.
 To conduct regular divisional communications meetings and ensure departmental briefings and
meetings are effective and conducted as necessary.

Customer Service
 To monitor that all hotel employees deliver the brand promise and provide exceptional guest
service at all times, providing positive and constructive feedback as necessary to the respective
Head of Department
 To ensure Accounting employees also provide excellent service to internal customers in other
departments as appropriate.
 To handle all guest and internal customer complaints and inquiries in a courteous and efficient
manner, following through to ensure problems are resolved satisfactorily.

Financial
 To maximise employee productivity through the use of multi-skilling, multi-tasking and flexible
scheduling to meet the financial goals of the business and expectations of the guests.
 To strategically analyse business performance to facilitate accurate and meaningful forecasting,
involving the respective Heads of Department as appropriate.
 To proactively manage all the marketing resources and funds, and control departmental costs,
working through the respective Heads of Department as appropriate.
 To ensure that all hotel, company and local rules, policies and regulations relating to financial
record keeping, money handling and licensing are adhered to, including the timely and accurate
reporting of financial information

Marketing
 To manage all hotel brand contacts including all sales and marketing communications, to
enforce and maintain the hotel’s brand positioning and concept outlined in the hotel’s Annual
Business Plan.
 To prepare, utilise and update an Annual Marketing Plan, delegated as necessary by division
and/or department.

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 JOBS DESCRIPTION
Accounting Department Aston International Indonesia

 To oversee all sales strategy, tactic, and action implementations, complying with the Smart
Selling approach, in order to create a strong and disciplined Sales Team who achieve their sales
goals.
 To constantly monitor and evaluate local, national and international market trends, and the
competitor hotels’ and restaurants’ initiatives, in order to make sure the hotel’s marketing and
operations remain competitive and cutting edge.
 To manage weekly yield meetings and monthly strategic meetings to develop and adjust
marketing strategies and short term pricing and channel tactics.
 To be aware of community, business, political and social factors that may affect the hotel’s
financial performance.
 To review the reports and analysis compiled by the Marketing Manager - Strategy / Marketing
Analyst, and discuss strategies, opportunities and threats within the division, and with the
relevant Heads of Department.
 To ensure the best use is made of technology and business intelligence tools, and that data is
clean.

Operational
 To direct and coordinate all accounting activities and to communicate these activities throughout
the hotel.
 To work with operational departments based on the results of the Consumer Audit and to
support appropriate changes.
 To work closely with other Executive Committee members in a supportive and flexible manner,
focusing on the overall success of the hotel and the satisfaction of hotel guests.
 To make sure accounting employees work in a supportive and flexible manner with other
departments, in a spirit of “We work through Teams”.
 To review and evaluate the effectiveness of accounting activities and adjust as necessary to
achieve or exceed the objectives.
 To ensure all contracts signed by or on behalf of the accounting Department follow the
established hotel policies and procedures.

Direct Responsibilities :
1 To check the quality and quantity of goods receive in accordance with the purchase order.
2 To stamp and sign "received" on the supplier invoice.
3 To deliver or transfer items received to respective store room or the department concern.
4 To endorse the supplier's invoice to the recipients or the item for counter signature.
5 To post to the inventory system all goods received during the day.
6 To submit daily receiving report including the batching of supplier's delivery order and supplier's invoices to the F
to the F&B Cost Controller.
7 To submit copy of receiving report once its finished to the Purchasing Manager
9 Perform duties assigned by the F&B Cost Controller.

Personnel
 To oversee the punctuality and appearance of all accounting employees, making sure that they
wear the correct uniform and maintain a high standard of personal appearance and hygiene,
according to the hotel and department’s grooming standards.
 To maximise the effectiveness of Heads of Department by developing each individuals’ skills
and abilities through the appropriate training, coaching, and/or mentoring.

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 JOBS DESCRIPTION
Accounting Department Aston International Indonesia

 To ensure each Head of Department plans and implements effective training programmes,
including Smart Selling Courses, for their employees in coordination with the Training Manager
and their Departmental Trainers.
 To encourage employees to be creative and innovative, challenging and recognising them for
their contribution to the success of the operation.
 To ensure all employees have a complete understanding of and adhere to employee rules and
regulations.
 To ensure employees follow all hotel, company and local rules, policies and regulations relating
to fire and hazard safety, and security.
 To feedback the results of the Employee Opinion Survey and to ensure relevant changes are
implemented.
 To oversee the implementation and ongoing monitoring of Personal Business Plans for all
Accounting employees.

Staff / Training
 Ensure attendance on behavioural and vocational training programmes and personally
conducts key training.
 Personally coaches unit’s Chief Accountant and executives in financial management skill.
 Ensures the career development plans and succession planning of subordinates.
 Uses the Aston appraisal system to review the performance of direct subordinates and
determines their development needs.
 Decides on hiring, promotion, disciplinary action and performance related pay for
subordinates.
 Counsels subordinates in work related matters
 Encourages multifunctionality
 Keeps himself / herself abreast with socio-economic trends of the country.

Shared values
 To ensures effective implementation of the following code of conduct at all time :
 Conduct which is of highest ethical standards - intellectual, financial & moral.
 Conduct which builds and maintains Team work, with mutual trust as the basis of all working
relationship.
 Conduct which puts the customer firs, the company second and self last.
 Conduct which exemplifies care for the customer through anticipation of need attention to
detail, excellent and style and respect for privacy along with warmth and concern .
 Conduct which demonstrates two - way communication accepting constructive debate and
dissent whilst acting fearlessly with conviction .
 Conduct which demonstrates with people are our key asset, through respect for every
employee and leading from the front regarding performance achievement as well as
individual development.
 Conduct which at all times safeguards the safety, security, health and environment of
customers, employees and the assets of the company.
 Conduct which eschews the sort - term quick - fix the long-term establishment of healthy
precedent.

KEY PERFORMANCE MEASURES

Measurable
 Credit collection period.
 Operating profit and overall costs
 Adherence to payment schedules
 Department productivity

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 JOBS DESCRIPTION
Accounting Department Aston International Indonesia

 Turnover audit
 Quality audit
 Employee motivational Index
 Customer satisfaction index
 Cost of inventory
 Attendance and punctuality
 Days of training attended
 Days of training conducted
 Days of training in department
 Timely remittance of monthly G.O.P to head office/owners
Non - measurable
 Going beyond the call of duty to satisfy customer needs
 Multifunctionality
 Self motivation
 Positive attitude
 Eye for detail
 Personal grooming and etiquette
 Going beyond the call of duty to satisfy customer needs
 Integrity
 Interface with other departments (teamwork)

Relations :
Maintain communication and relationship with colleagues.

Replacement & Temporary mission :

Be ready and responsible for any job which may be assigned by the management.

Other Duties
 To maintain strong, professional relationship with relevant representatives from competitor hotels,
business partners and other organisations.
 To respond to changes in the accounting function as dictated by the industry, company and hotel.
 To read 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 fire, hygiene, health
and safety.
 To attend training sessions and meetings as and when required.
 To carry out any other reasonable duties and responsibilities as assigned.

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