Reports To: F&B Director, Finance Department, Director – Manager Finance and Administration
Direct Reports: Provision Master, HR Coordinator, Head Storekeeper, Storekeeper, Utility Stores, Admin Assistant
The primary responsibility of the Hotel Controller is to perform all administrative services on any designated SSSL operated Vessel within the Regent Seven Seas Cruises branch, providing a professional and reliable SSSL financial and controlling service onboard.
Essential Duties and Responsibilities
Responsible and accountable for data integrity of all shipboard financial aspects, including payroll, inventories and operating budgets.
Manage subordinates and monitor implemented efficiency measurements.
Possess the ability to: Maintain efficient, prompt and accurate overall Administration.
Provide strategic inventory, financial, and budget planning.
Assist with the achievement of departmental financial budgets and targets.
Maintain an open and proactive line of communication with shipboard and corporate management.
Manage SSSL payroll with all associated responsibilities.
Provide accurate and prompt reporting based on documentation requirements.
Establish and enforce cycle count schedules for bars and perform spot checks.
Manage crew matters related to financial queries.
Provide general maintenance of all internal operating systems, SSSL, Apollo Solution, TAR, ABS.
Provide system training, SSSL, ABS, TAR, to the on board users.
Develop effective relationships and communicate with direct subordinates, supervisors, division heads a nd shipboard/corporate managers.
Maintain the safe, cash book and daily cash flow requirements.
Process, review and approve ship cash expenditures.
Prepare daily revenue recaps.
Execute daily Fidelio/Micros reporting and reconciliation.
Post and analyze daily sales records.
Calculate sales commission based on sales categories.
Maintain incentive calculation template on voyage basis.
Prepare and submit accounting documents as per documentation requirements.
Prepare and submit concessionaire’s settlements and invoices.
Ensure crew account settlements are completed and posted.
Supervise HR to ensure all crew account information is accurate.
Facilitate mid-month cash advance for all SSSL crew.
Generate all minor and major payrolls for all SSSL crew.
Oversee the Virtual Terminal transactions and supervise HRCR.
Ensure all crew have active Ocean Pay cards and are aware of all wiring procedures .
Ensure that Western Union option is widely available and crew members have enrolled.
Maintain and audit payroll system frequently to ensure data replication between HR and payroll system is up to date.
Provide general financial support for the F&B Department.
Forward hard copies of end of voyage files and various documents to the office.
Generate payment of Port Agents and sending the necessary reports to Head Office.
Generate financial reports in conjunction with and under the direction of the Food & Beverage Manager.
Generate financial reports in conjunction with and under the direction of the Food & Beverage Manager .
Maintain all budget and target files on daily basis.
Coordinate financial meetings with onboard management.
Provide budget vs. actual results and predictive forecast.
Monitor and report out-port cash purchase transaction
Allocate all expenses to the appropriate operating accounts.
Submit voyage victualling with 24 hours of voyage ending.
Monitor Time & Attendance reporting and alert HOD with accumulated OT expenses.
Maintain operating system with daily guest count to support appropriate cost and revenue reporting.
Verify and confirm all special service items issued or provided.
Maintain credit and debit transactions by voyage.
Monitor all “Master Order” templates based on order due date and order type.
Distribute all completed orders to all HOD’s for review and approval.
Process and submit orders when reviewing and approval cycle is completed.
Update/Monitor pending back orders template.
Generate pending material and equipment list.
Generate pre delivery anticipated discrepancy report.
Lead physical checking process on pier during loading.
Prepare and submit loading/quality/discrepancy report.
Submit shortages action plan to purchasing.
Keep communication flow with all concerned regarding any purchasing issues.
Oversee all local purchasing transactions.
Establish inventory schedule by voyage.
Create all inventory count sheets.
Enter and post all cycle counts.
Perform all positive and negative adjustments.
Create requisitions for items missing.
Update all requisition templates by location and event.
Post all beverage requisitions.
Conduct inventory spot checks with PM and HOD.
Delegate and supervise Par level maintenance.
Process and balance daily sales files.
Establish and issue requisition time table for bars.
Maintain Apollo Ships system on daily basis.
Prepare and execute voyage closing process.
Prepare EOM closing process.
Monitor and assist with TAR process.
Reconcile revenue and consumption for each voyage.
Enforce bar inventory on per- voyage basis.
Review monthly budget results and confirm against actual consumption.
Initiate in-use items monthly inventories.
Ensure slow and none-moving items list is updated and published frequently.
Provide system training to all HOD’s to effectively utilize electronic data available.
Prepare and provide cost and budget tracking tools.
Analyze financial drilldowns proven by the corporate office.
Responsible for warehouse locations 80 – 82 – 83.
Training & Development
Attend all meetings, training activities or classes related to assigned position as required.
Mentor, develop and provide on-the-job training to subordinates to strengthen current performance and prepare for future advancement.
Perform and participate in meetings where all financial aspects of the operation are discussed and direction is given.
Provide ideas to maximize beverage revenues and internal control , and to minimize costs and spoilage.
Review financial transactions and monitor budget to ensure efficient operation and that expenditures stay within budget.
Review current operating procedures based on catalog of services and special services provided.
Ensure that all safety procedures are followed.
Cooperate with the Staff Captain in adhering to the Ship’s Safety Program.
Follow the Ship Rules & Regulations.
Maintain a safe and sanitary environment for all guests and crew members.
Follow proper procedures and instructions at all times to prevent damage of any kind to ship or company property.
Possess knowledge of the Fleet Administration Manual, Supply Chain Manual, Systems Application Manual, Human Resources Manual and Shipboard Training.
Liaise with HR Scheduling Manager after each crew movement and send the updated crew rotation list to all personnel involved.
Maintain a high level of crew morale within the administration dept. ensuring that all crew are treated in a fair and unbiased manner and the team works with a positive atmosphere.
Other Duties and Responsibilities
Keep the F&B Manager and HOD promptly and fully informed of all relevant matters.
Ensure confidentiality when handling sensitive information.
Achieve the primary objectives of the position and comply with the above-mentioned accountabilities in a timely and efficient manner in accordance with SSSL policies.
Project a favorable image of the company, to promote its aims and objectives and foster and enhance public recognition and acceptance of all its areas and endeavor.
Comply with the safety and pollution prevention regulations and operating procedures at all times, participating in all relevant meetings and training sessions.
Participate in all mandatory training without excuse.
Perform all other duties as requested by shipboard management or shore side.
Knowledge, experience, skill, and/or ability
10 years of experience in the Finance / Accounting / Supply Chain field of luxury hotels and cruise line brands.
At least 5 years of experience as Hotel Controller / Inventory Manager / Payroll Manager in a well-recognized luxury hospitality establishment or upscale cruise line.
Excellent understanding of finance and inventory management.
Outstanding knowledge of cost control, budget allocation and payroll management.
Fluent in written and spoken English,
Must be able to communicate effectively with the senior management.
Ability to lead and make decisions.
Good administrative skills.
Experienced in coaching subordinates.
Must be cost and quality conscious.
Must adhere to specific scheduled work hours, yet be flexible if circumstances require it.
Work with international team members.
Perform assigned duties under pressure (time constraints).
Cruise Ship Experience.
Fluency in additional language(s)
Required computer skills
Knowledge of Microsoft programs to include but not limited to, Outlook, Word, Excel, and Power Point
Possess sufficient computer knowledge in order to use the company software.
Familiarly with the concept of relational database driven inventory control systems.
High School education or better.
Bachelors of Science in Accounting or Finance, or equivalent degree.
USPH or HACCP certification.
Equivalent combination of education and experience.
Knowledge of general office practices, procedures and equipment.
Ability to prioritize tasks and work independently.
Strong organizational, interpersonal and communication skills .
Ability to interact with senior-level management and owner representatives.
Able to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions, and decimals.
Ability to apply common sense understanding to carry out instructions furnished in written, ora l , or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Work Environment & Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions for this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job the employee is regularly required to: Stand; Use hands to finger, handle, or feel Reach with hands and arms; Talk or hear and smell
The employee must be able to lift or move up to 55 pounds (25 kilograms) without assistance.
Ability to adjust focus, depth perception, peripheral vision, distance vision and close vision and to be able to otherwise perform the essential functions of the job in a manner that does not present danger to the employee or others with or without a reasonable accommodation.