Job description
OPERATIONS
• Directly supervises the Administration and Dry Storage areas of business units in their OC, ensuring compliance with company policies and procedures.
• Consolidate and analyse feedback received from hotels in their area of responsibility about needs and opportunities
• Advises the business, providing an overall vision to the different departments, supporting them in the decision-making process and identifying opportunities for improvement.
• Analyses relevant information (financial or otherwise) from operational departments in order to maximise results.
• Proactively aims to improve profitability in the business units in their OC, detecting synergies and maximising results.
• Ensures the correct opening or disaffiliation of business units within their OC from the point of view of the Administration and Dry Storage functions.
• For new hotel openings, implements procedures, manages duties specified in the contract and controls the pre-opening budget.
BUDGET/CLOSE OF ACCOUNTS
• Transfers specific local needs regarding the budget to the business units
• Works with the Operations Director and OC Executive Committee to prepare the cost and revenue budgets for the Operations Centre following the guidelines received.
• Ensures compliance with the budget, detects the causes of any deviations, defines the corrective measures required to minimise the impact and monitors those measures together with the Director of Operations.
• Implements the local close of accounts and reviews the correct implementation of the centralised monthly closure process, ensuring that the results reflect the reality of the business.
• Implements the forecasting and reforecasting process in the Operations Centre together with the rest of the executive committee, analysing the evolution of the actual data and future trends as well as developing different scenarios.
• Analyses the reason for deviations and supports the implementation of corrective actions in business units.
CONTROL
• Applies the Hotel Management and Accounting rules, processes and procedures in the Operations Centre.
• Safeguards supplier contracts, insurance policies and legal documents for the business unit.
• Assists with internal audits, defining action plans to resolve any incidents reported.
• Assists in external audit processes.
• Supervises and ensures proper internal control within the OC and business units.
• Receive a monthly copy of cash control reports for hotels in their OC and reports on any relevant incident. This is received through MHS or the hotel administration team, depending on whether the hotel is served by MHS.
• Supervises and ensures the optimisation of cost items that affect the results of each hotel.
• Supervises warehouse management in the business units.
• Directly supervises the team that carries out tasks that require a local presence, ensuring the correct delivery of administration and dry storage services in the business units.
INVESTMENTS
• Analyses investment requests from business units, preparing Business Cases to determine their viability.
• Supervises the progress of works with regard to their cost compared to budget.
• Monitors the projects carried out and investments made within their business units to ensure that the commitments that were made are met.
CORPORATE/FINANCIAL
• When the Operations Centre is responsible for an entire country, prepares the annual accounts for the companies and coordinates the external audit process.
• In managed hotels or joint ventures, provides support in the relationship and in preparing reports for the hotel owners
• He assists in the preparation and monitoring of the cash budget for the business units under their responsibility. If the Operations Centre is responsible for an entire country, also takes into account the corporate scope.
• If the Operations Centre is responsible for an entire country, supervises compliance with tax obligations and assists in the management of possible inspections by the tax authorities.
• Has joint power of account management together with the Director of the OC
TRANSACTIONAL
• In hotels that receive a centralised Credit Management service from Hotel Services, monitors the amount pending payment, the service received and compliance with SLAs.
• In other hotels, monitors the payment collection process implemented in the Operations Centre to ensure request for payment and collection within the defined deadlines in order to reduce the average collection period and avoid non-payments
• In hotels that receive a centralised service from MHS, monitors the service received and compliance with SLAs.
• Monitors processes and compliance with standards and provides constant training for the team under their responsibility.
• Identifies and proposes improvements to optimise efficiency in their work and in the work done by the administration team under their responsibility.
REAL ESTATE
• Handles the required documentation for (sub)leasing and space leasing contracts, ensuring that all documents in place are valid. Deposits security deposits with the competent body in a timely manner. Invoices the agreed leases, calculating variable rents, scaling such as CPI updates, as well as other expenses that need to be re-invoiced. Follows up in case of non-payment.
ECONOMIC-FINANCIAL
• Participate in the preparation of their department's budget according to the set guidelines.
• Follow up on the defined budget, ensure compliance with it, and report any deviations that may occur within the department to the Business Partner. Participate in the definition of the necessary corrective measures to minimise negative impacts and monitor them together with the Business Partner.
• Participate in the preparation of projections by providing information on their department.
• Analyse the reason for deviations, participate in the definition of corrective actions and promote the implementation of corrective actions within their department.
• Periodically, analyse the P&L of their department, review all departmental revenues and expenses, seek to maximise results and identify opportunities for improvement with the support of the Business Partner.
• They are aware of the hotel’s economic results, as well as the impact of their department on them. Convey detailed information to their team.
• To ensure the fulfilment of their department’s economic goals while being aware of the hotel’s economic goals, as well as their fulfilment. Convey information to their team, clearly.
• They are responsible for all orders, both for the purchase of materials and for the contracting of services, for their department, as well as for placing and confirming them in accordance with the established procedure.
• Control and monitoring of their area’s Operational PAI, respecting the timings set by the company.
• Ensure compliance with the applicable regulations in the daily processes of their department, which affect the department's performance and internal control.
• Collaborate on departmental review points during audits and establish action plans to address the reported issues.
• Analyse and solve possible incidents that may arise within the department, which are reported through the cash and production control that is carried out daily by the administration department or MHS.
HUMAN RESOURCES
• Annually review the training plan with the hotel General Management and HR area, in order to propose training actions based on the needs of the team.
• Be knowledgeable of the development plans and tools in Human Resources and promote their use (Melia Home, Melia Listens, E-melia, development plans, Inspiring Opportunities, Graduates Programs, Code of Ethics...).
• Identify high potential staff and actively participate in the development of their team and trainees (if applicable).
• Conduct their team’s performance reviews.
• Be knowledgeable and analyse the climate results of their department. Design together with the team the action plans and implement them, while ensuring participation in the measurement period.
• Ensure the participation of their team in the wellness programmes made available to them.
• Promote the use of social media following the guidelines established by the company.
• Actively participate in the recruitment of their team and its dissemination on social media.
• Keeping track of the presence of the staff under their command, planning work shifts, absence control, as well as promoting the use of the holiday period by team members.
• Ensures, in coordination with HR, the physical delivery of uniformity (depending on the hotel, Housekeeping is in charge of this task), name tag, locker key and PPE to new associates in the team, as well as ensuring their return at the end of the contract.
• Inform HR of possible extensions, termination of contracts and any other incident in the performance of their work that could lead to a warning or sanction.
• Manage payroll payments together with HR (overtime, days off, night work, etc.).
• Be knowledgeable of the sizing ratios and applying the staffing guide defined for their hotel, making proposals for revision when required by the operation.
CUSTOMER EXPERIENCE
• Be knowledgeable of the Brand philosophy, ensuring optimal implementation of the standards, operations and identity manuals that apply to their department.
• To ensure the customer experience, personalising their stay, anticipating their needs and exceeding their expectations.
• Manage customer incidents, communicating the actions taken to the hotel’s Guest Experience Department.
• Be knowledgeable and share with their team the Voice of the Customer goals and ensure their fulfilment, creating and defining improvement plans if necessary.
• Be knowledgeable with the Sensory Architecture established for their areas and ensure compliance with it.
• Be knowledgeable of the hotel's services and facilities as well as the entertainment programme, experiences and events, ensuring that the team has all the information to be able to promote them to guests.
SUSTAINABILITY
• Ensure the measurement, management and control of sustainability indicators (non-financial).
• Strengthen the management of sustainability reporting (non-financial information).
HEALTH & SAFETY// HEALTHY WORKPLACE
• Be knowledgeable of the hotel’s evacuation plan.
• Embrace the responsibilities assigned in the Centre's Self-Protection Manual or local equivalent in other countries.
• Ensure compliance with the Occupational Health and Safety Procedures and Instructions.
• Be knowledgeable of the individual protection equipment in their department and to ensure its correct implementation and use by means of the corresponding training actions.
• Verify correct compliance with safety regulations.
• Participate in ongoing risk assessment.
Assume the responsibilities assigned in the Occupational Health and Safety Management System Manual.REQUIREMENTS EDUCATION AND TRAINING:University education in Business Administration/ADE, Finance and Accounting... and/or similar.LANGUAGES:Local language (depending on the geographical location of the property) and advanced English.SPECIFIC KNOWLEDGE:
• Knowledge of hotel business management and their specific requirements.
• Knowledge of projections, budgeting, financial results reporting... etc.
• Knowledge of accounting and financial regulations.
• Management of economic and financial systems.
• Knowledge of hotel operations
• Tool management: PMS, SAP, Office Package.
• Knowledge of risk management, change management and people management.
• Leadership and negotiation, planning and organisation, results oriented, teamwork.
• Communication, influence, critical thinking, innovation, agility in decision-making.
EXPERIENCE:At least 3 years’ experience in similar positions. (I understand that this is not an exhaustive description of my duties & this document is constantly changing & being updated)
