Administrative Assistant

Mandarin Oriental Ritz, Madrid is seeking a passionate Administrative Assistant to join our elite Finance Team
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Are you a master of your craft, leading with pride and precision? Do you thrive in a dynamic, collaborative team that values integrity and excellence? At Mandarin Oriental, we embrace a growth mindset and are committed to creating extraordinary experiences. We invite you to become a part of our exceptional journey.

Mandarin Oriental is renowned worldwide for operating some of the most luxurious hotels, resorts, and residences. With a strong development pipeline and recognition for creating coveted properties, the group offers legendary service rooted in Asian heritage while defining the pinnacle of luxury.

Boasting a stunning restoration that celebrates César Ritz’s pioneering spirit, our iconic Mandarin Oriental Ritz, Madrid is poised to become the city’s most luxurious hotel. With a prestigious central location, celebrated dining overseen by Spain’s top chef, and unrivaled wellness facilities, we set the standard for luxury.

• Maintains proper internal control as to ensure compliance with MOHG Policies and Procedures.
• Reviews and tests the Control Self-Assessment Questionnaire (CSAQ) to ensure internal controls are in place.

• To audit, analyze & accurately record the revenues and statistics for Rooms Accommodation, F&B, Spa and other hotel revenue including outsourced venues on a daily basis.
• Verifies that the revenue report from the PMS & ERP is reconciled to each POS source to guarantee that no revenue is lost, and discrepancies must be sorted out immediately.
• Reviews that Zero-Rated rooms were properly granted and signed off by the General Manager to avoid lost revenue and fraudulent activity.
• Reports any discrepancies derived from the vacant room spot check performed by Security and Front Office.
• Keeps evidence that a room status discrepancy report was duly prepared, and the discrepancies solved between Housekeeping and Front Office.
• Reconciles Banquet & Catering folios against function sheets, highlighting any difference and discrepancy which must be investigated.
• Ensures all rebates, refunds, paid outs, void checks and discounts are properly documented, an appropriate explanation is given and approved by the adequate level of authority to avoid fraudulent activity.
• Performs monthly open check tests in the F&B venues to guarantee that all items are properly invoiced highlighting any discrepancies.
• Verifies any use of an "open" sale key against supporting documentation for legitimacy.
• Tests and checks selling prices set in the Point of Sale system are properly authorized and supported by recipe costing, any price changes are to be verified for legitimacy retaining evidence of testing to ensure the correctness of prices in the POS system.

• Maintains and controls the City Ledger and Sub-city Ledger Accounts.
• Reviews Aging and open folios on a daily basis, ensures there is no checked out guests with balance, taking appropriate action if needed.
• Ensures that payment guarantees (credit card, voucher, etc), or prepayment are obtained in a timely manner prior to the guest arrival as per credit policy.
• Ensures the timeliness and accuracy of billing in order to not slow down collection process.
• Assists any customer requests and claims within MOHG Standards.
• Researches and resolves discrepancies or disputes in billing.
• Verifies that credit limits are established in accordance with every credit agreement signed off by the appropriate level of authority and that only granted accounts are checked out to City Ledger accounts to assure debt collection.
• Reviews daily high balance report (over the credit limit report) to ensure adherence to established credit policy and procedures.
• Applies and allocates incoming payments on a timely basis to the accounts receivable ledger to keep an accurate and exhaustive debt collection ensuring that the AR ledger represents the hotel outstanding debt fairly.
• Arranges and analyzes the Accounts Receivable Aging report so as to determine appropriate action…