Business Manager

Posting Number: 20244170S

Position Title: Business Manager- Inn at Villanova

Position Type: Staff

Location: Villanova, PA

Recruitment Type: Internal/External Applicants

Work Schedule: full-time/12-months

Department: 507-Inn at Villanova University

Position Summary:

Ignite Your Career at Villanova University! Whether undergraduate or graduate,

faculty or staff, each community member brings with them a wealth of experiences that

enrich our university and shift our perspectives. As a part of this community, your work

will improve lives and ignite change!

Why work at Villanova?

• Join a mission-driven organization. Since Villanova University’s founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.
• We believe that an inclusive community fosters an understanding and appreciation for diversity among our students, faculty, staff, and administrators. The Office of Diversity, Equity, and Inclusion works to address issues of equity and justice in a variety of ways including workshops, events, and employee resource groups.
• Villanova’s most precious asset is our people. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more.

The Business Manager assists in developing and implementing accounting policies and procedures for the hotel property, consisting of 56 guest rooms and 25,000 sq. ft. of meeting space. Manages and coordinates day to day accounting activities, such as cash and credit card handling, payroll processing, review of night audit reports, monthly financial statement preparation, accounts payable & receivable, financial statement review, and analysis and coordination with the Inn Director. Villanova is a Catholic university sponsored by the Augustinian Order. Diversity and inclusion have been and will continue to be an integral component of Villanova University’s mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University’s mission and values.

Duties and Responsibilities:

• Prepares accurate and timely monthly closing of financial statements, journal entries, account reconciliations and Profit & Loss Statement. Provides weekly reporting to the Executive Team for review.
• Assists Finance & Administrative Office, and the Inn Director with preparing and reviewing budgets, projections, operating results and sales data metrics.
• Processes daily review of Night Audit reports, keys in daily revenue and advance deposits, reviews cash deposits and credit cards settlements, closes Villanova A/R accounts in PMS, reconciles Occupancy taxes, and ensures refunds/adjustments have the proper documentation.
• Manages the maintenance of the Inn Accounting systems to include, POS, PMS, and Credit Card systems.
• Continually reviews internal accounting processes for accuracy, effectiveness, and timeliness.
• Manages cash handling on property, ensures all staff is trained on proper cash procedures and cashier contract is completed and on file for all staff with access to cash. Maintain Cash deposit logs and review and sign-off of cash deposits.
• Assures all accounting policies and procedures are in compliance with generally accepted University’s Accounting policies and procedures.
• Process all new hires in the PeopleAdmin system, post open jobs and work with hiring managers to identify candidates, finalize hiring, and ensure candidates are following proper Clearance protocols.
• Manage all event billing for groups, consisting of advance deposits, final payments, and closing of the accounts in PMS. Communicate weekly with the sales team to ensure payments are received and posted in a timely manner. Review event and group contracts to ensure we are following the proper payment schedules.
• Monitor payroll for hourly staff, ensure time is accurate in UKG, make corrections as needed, ensure schedules are entered and maintained by the department, manage and review vacation and sick time, sign-off on payroll bi-weekly, and communicate issues or questions with payroll office.
• Approves all invoices, expensive reports, and Purchase orders for the hotel. Ensures all expense are allocated properly to the correct department and correct account. Monitor weekly expenses, review reports, and process journal entries as needed.
• Complete monthly inventories with Kitchen and F&B staff. Ensure proper policies are in place and inventories are recorded timely.
• Respond timely to customer billing questions and disputes including chargebacks from credit card companies. Work with department to ensure billing corrections were processed.
• Holds strict confidentiality.
• Instills a guest service attitude in all employees
• Maintains day to day oversight regarding cash handling and documentation of same
• Requires thorough knowledge of a specialized or technical field.
• May compile objective and measurable data and produce reports.
• Requires operating knowledge of computer equipment and requires broad knowledge in clerical and/or service areas.
• Must possess strong skills in communication, time management, attention to detail, critical thinking, problem solving, organizational skills and general accounting skills.

Minimum Qualifications:

Formal Education:

• High School Diploma Required. Bachelor’s Degree preferred.

Specific Job Knowledge:

• Should possess solid training in all areas of Accounting from A/P, A/R, General Ledger, Credit, Collections, Audit, Inventory Control, Payroll, Budgeting, Costing, P&L preparation and analysis, etc.
• Assists Department of Finance & Administration in preparing budgets and projections.
• Possesses Strong PC skills including Excel, Word, Outlook, financial accounting systems, PMS and POS.
• Possesses Strong organizational, analytical, verbal and written communication skills.
• Displays professionalism while setting high standards.
• Possesses Strong financial analysis and reviewing profit & loss statements.
• Has the ability to inspire, train, and develop people for promotion.

Minimum Work Experience:

• Minimum three to five years accounting background, preferably in a hospitality environment.

Work Skills:

Work requires daily, weekly e-mail, written and verbal communications and reporting to the University in a professional manner with all team members. The workload required to perform this job requires the ability to adapt to change often quickly. Work is performed during regular business hours. Schedule will vary according to business demands and needs.

Preferred Qualifications:

Physical Requirements and/or Unusual Work Hours:

Tools, machinery and equipment used:

• Computers, Copiers, Calculator.

Physical requirements: (items such as lifting, pushing, pulling, standing or sitting for extended periods of time, manual dexterity, walking etc.)

• Portions of daily assignments involve ergonomic risk, such regular repetitive tasks, forceful or prolonged exertions of the hands, vibration, cold temperatures, and light lifting, pulling, pushing, or carrying of heavy objects, poor body mechanics, restrictive workstations, or awkward postures.

Salary Posting Information: Commensurate with experience.

Salary Band: 15

Job Classification: exempt