Department: Guest Experience & Product Development
Reports To: Finance Manager
Job Summary: The Finance Specialist is responsible for the daily auditing including the verification, balancing of entries and recording of financial transactions reported by various hotel departments during day in the Shipboard Property Management System (SPMS). Responsible for maintaining the compliance of accounting policies, performing audits and provide financial reporting and analysis to shipboard operation and shore side management.
Reporting to the Finance Manager, the Finance Specialist is responsible for processing all Guest Onboard Statements, Guest Key Cards, Credit Cards and administrative processes related to Guest Billing. At the end of each voyage the Finance Specialist is responsible for creating financial reports in an accurate and timely matter.
Daily auditing of financial transactions, balancing of entries, recoding financial transactions in Fidelio Shipboard Property Management System. Create, activates, maintains and closes voyage information in Shipboard Property Management System.
Ensures sales data from the various Point of Sales system balances with the Daily Revenue Reporting, including Micros.
Monitors and manages guest and crew payment accounts, ensuring a form of payment is available at all times. Prepares Guest Onboard Statements as appropriate.
Process guest credit card information and obtain authorization on a daily basis. Ensure all guests have a method of payment registered; follow-up declined credit cards per respective Accounting policies. Ensure any mid-cruise disembarkation settlements are processed.
Administer and process all Gift Orders, GAP, Shipboard credits and any other promotions/packages provided and sold to guests. Monitor, update and resolve issues during the cruise, and ensure Gift Order/GAP final voyage documentation is complete with backup and balanced.
Create the Daily Reconciliation (Dalrec) in Fidelio and check that all manual and outlet charges are posted to correct revenue centers, that all payments are recorded correctly and that the Dalrec is balanced daily. Distribute Dalrec report to applicable departments. Discuss daily with Finance Manager appropriate financial concerns.
Produce accurate and timely onboard statements for all shipboard accounts; guest, crew, group and house accounts. This includes statements for any disembarking during cruise, preliminary billing if applicable and corrections of any discrepancies, and final billing.
Create and maintain any Master Accounts required, ensure payment (CPO, CC, etc) is documented, and all backup is complete. Maintain and monitor all House and Company Accounts, ensure correct usage, authorization, backup and payment methods secured (for Payto-Purser, company charges, etc).
Prepare, print and verify Guest Identification Cards and ensures Beverage packages are set for upcoming voyage.
Ensure the administration of the guests’ Loyalty Program information and discounts is verified and maintained accurately.
Ensure accurate charge inputting by all departments utilizing the Micros system. Maintain and file all backup and receipts as required. Monitor all departments using the Micros system (concessionaires, beverage, etc) and assist with resolving any discrepancies or issues in Micros usage, charging, training, etc.
Update and maintain correct pricing information in Onboard Financial system. Serves as administrator of all onboard financial systems, provides end user support. Troubleshoots system issues, coordinates with the shipboard and shoreside I/S teams to resolve these issues.
Post daily Hotel Service Charge (HSC) to guest and master accounts. Complete daily HSC tracking file and ensure HSC bookings correspond accurately with the Daily/PCD file.
Monitor all Beverage Service Charge (BSC) in Fidelio/Micros to ensure they are in compliance with company policy, ie. no company account BSC, correct package charging, etc. Complete and balance daily BSC Day-to-Day tracking file, send to applicable department heads.
Complete end of voyage processing and voyage closing. Ensure that all guest, crew and company accounts have been paid (including processing of in-transit balances). Complete and balance all Dalrec accounts and produce necessary backup reports as per accounting and auditing requirements.
Send all End of Voyage reporting in a timely manner as required, and ensure all reports are correctly placed on company network. Ensure all corresponding backup is sent, filed, and any necessary hardcopies are filed or sent as required.
Maintain positive, effective, and respectful working relationships with co-workers, supervisors, managers, and officers within and across department boundaries.
Comply with company policy regarding waste separation and environmental compliance
Must be familiar and adhere with the Safety and Environmental Protection Policy and the SEMS and carry out the policies and procedures appropriate for his/her position.
Uphold and display high standards of professionalism, integrity, honesty, attendance, punctuality, and personal appearance.
Actively promote the use of the Company’s proprietary Navigator App and responsible for acquiring the necessary skills and knowledge to effectively assist guests with the workings of the App.
Perform other logically related duties as assigned or as directed.
While performing the essential functions of this job, all team members are required to stand; walk long distances on the ship; use hands to touch, handle or feel; reach with hands and arms; talk, hear, taste and smell. All vessel positions require repetitive motion of bending, climbing, going up and down stairs and lifting more than 25 pounds. This job requires specific vision abilities to include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
All team members must be physically able to participate in emergency lifesaving procedures and drills. All vessel positions require full use and range of arms and legs as well as full visual, verbal and hearing abilities to receive and give instructions in the event of an emergency including the lowering of lifeboats.
Work within different temperature changes—indoors to outdoors.
Able to work 7 days per week.
Able to pass basic safety course.
This is a minimal description of duties. Other work requirements may be necessary and assigned as business or maritime law dictates
Desired Skills & Experience
Requires College or University degree/diploma in Administration/Accounting, Hospitality, or related field.
Minimum 3 year experience in the Hospitality Industry in Financial administrative positions showing progressive growth in responsibility.
Strong analytical and management skills
Prior shipboard experience covering skills related to the Hotel Controller position.
Commitment to follow established policies and procedures.
Able to work independent in order to perform objective audit and reporting tasks.
Able to work well and communicate effectively with shipboard personnel.
Ability to multi-task and handle constantly changing priorities.
Leadership, training and organizational skills demonstrated through past experience. Ability to keep information confidential at all times.
Strong communication skills including written and verbal English communication.
Working knowledge of computers and the ability to navigate within a variety of software programs such as Excel, Word and PowerPoint. Working knowledge of database programs and the ability to work with these types of programs proficiently.
Note: Other duties as assigned included and not limited to Health, Environmental, Safety and Security responsibilities.