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Assistant Director of Finance

Q Center

St. Charles, IL

Job Description

Q Center is looking for a Full Time Assistant Director of Finance to join our team!

Q Center is the largest full-service conference facilities in the Midwest, with over 150,000+ square-feet of meeting space, 1,000 guest rooms and 95 acres it is the preferred choice for meetings, training, and special events. The Assistant Director of Finance is responsible for directing the day-to-day operations of the Accounting staff, ensuring that a highly productive and well-trained staff is always maintained. This position ensures the accuracy, consistency, and timeliness of the financial reporting and Accounting functions while providing information and assistance to the Director of Finance. They are also responsible for focusing on the profitability of the business, maintaining accurate and timely financial reporting, ensuring acceptable levels on internal control, ensuring compliance with all federal, state, and local regulations, and safeguarding assets.

The schedule for this position is Monday-Friday 8am-5pm.

Benefits

  • Paid time off
  • 401(K) with employer match
  • Holiday Pay
  • Medical, Dental and Vision Insurance with Wellness Credits
  • Employee Assistance Program
  • Basic Life, AD&D
  • Disability Benefits
  • Employee Meals

Education & Experience
A minimum of 4 years of related progressive experience in hospitality Accounting or related field; or a 4-year college degree with an Accounting/ Finance concentration and a minimum of 2 years of related progressive experience; or a 2-year college degree and a minimum of 4 years of related progressive experience.

Must be proficient in Windows, Company approved spreadsheets and word processing; experience with Accounting and Purchasing systems, such as Birchstreet, Sage Intacct, Concur, and Opera is helpful.

Physical Requirements

  • Flexible and long hours sometimes required.
  • Sedentary work

Fundamental Requirements

  • Associate must, at all times, be attentive, friendly, helpful, and courteous to all guests and fellow associates.
  • Maintain a professional working relationship and promote open lines of communication with managers, associates, and other departments.
  • Establish quantitative and qualitative metrics, guidelines, and standards by which the company’s efficiency and effectiveness can be evaluated; identifies opportunities for improvement.
  • Collaborate with executive leadership to develop and meet Q Center’s goals while supplying expertise and guidance on operations projects and systems.
  • Review, analyze, and evaluate business procedures.
  • Identify, recommend, and implement new processes, technologies, and systems to improve and streamline organizational processes and use of resources and materials.
  • Ensure that departmental decisions and project plans such as those for staffing, development, organization, material efficiency, hardware acquisitions, and facilities are in line with Q Center’s business plan and vision.
  • Ensure work environments are adequate and safe.
  • Establish and maintain relationships with third parties/vendors, overseeing and managing all vendor contracts
  • Keep abreast of market trends and competitor activities.
  • Develop and maintain complete knowledge of and comply with all departmental policies/service procedures and Standard Operating Procedures.
  • Interview candidates for open department positions and follow standards for hiring approvals.
  • Organize and oversee the work and schedules of departmental managers and/or supervisors.
  • Conduct associate performance reviews in accordance with Q Center standards.
  • Establish and administer the department’s budget.
  • Plan, direct, control, implement, evaluate, monitor, and forecast budgets and cost of sales to achieve financial objectives.
  • Communicate and explain new directives, policies, or procedures to managers; for major changes, meets with entire staff to explain changes, answer questions, and maintain morale.
  • Improve associate and guest and satisfaction through policy and procedural changes.
  • Lead coordination and integration of efforts among departments to produce smoother workflow and more cost-effective business processes.
  • Projects a positive image of the organization to associates, guests, industry, and community.
  • Perform other related duties as assigned.
  • Supervise accounting personnel by motivating, training, coaching and counseling all associates, communicating job expectations and appraising their performance.
  • Be involved in and/or conduct departmental training, developing associate morale and skills.
  • Keep supervisor aware of any unusual occurrences and significant deviations from standards, policies and procedures.
  • Assist in effectively managing and communicating cash flow related issues; including the accurate and timely preparation of cash flow statements, management of receivables, payables, cash balances, control mechanisms and timely deposits of all funds.
  • Assist in monitoring business revenues and expenses and ensure the accurate recording in accordance with Q Center’s established guidelines; investigate and critique variances to budget or to prior year and offer practical improvement methodologies to management.
  • Monitor capital purchases against the annual Capital Budget and report all variances.
  • Complete monthly tax returns for Sales & Use Tax and Occupancy Tax.
  • Analyze financial data and operations in order to assist and advise management in maintaining the company’s financial objectives.
  • Assist with ensuring that all balance sheet accounts, including bank reconciliations, are reconciled on a timely basis.
  • Establish and continually audit all internal financial controls; including purchasing, cash handling, disbursements, inventories, property assets, credit card processing, payroll, and employee records.
  • Ensure compliance with federal, state, and local payroll and tax laws, regulations and codes.
  • Assist the Director of Finance with all Accounting related items.
  • Assist in preparation all financial reports in accordance with Q Center’s requirements meeting various due dates and deadlines by preparing financial statements, forecasting reports, key statistics reports and cash flows on a monthly basis, as well as, budgets and 5-year plans on an annual basis.
  • Monitor compliance in meeting required report deadlines and due dates and react accordingly.
  • Ensure daily property activity is processed through the General Ledger system, including revenues, expenses, and cash transactions.
  • Assist the sales effort in establishing customer credit in accordance with Q Center’s policies and procedures, to include but not limited to the application process, reference checks, credit limits, direct bill listing, deposit requirements and other credit related activities.
  • Maintain an efficient collection process to include an organized filing and tracing system, issue demand letters, monitor returned checks and chargebacks, perform collection calls and prepare bad debt write-offs.
  • Process third party commission payments in accordance with approved Sales contracts.
  • Maintain Fixed Asset Record database, and process depreciation entries monthly.
  • Ensure preparation of unclaimed property reporting in accordance with Q Center standards.
  • Review and process all credit card charge back disputes.
  • Ensure on a daily basis that credit card processing for all systems has been completed and is accurate; follow up on guest inquiries regarding credit card processing issues.
  • Understand credit card processing guidelines and how credit card transactions are processed internally and externally; verify all credit card transactions have posted to the Q Center bank account.
  • Oversee the Q Center Purchase Requisition system; add new users, import budgets, and manager other daily tasks related to function of the tool.
  • Manage the Q Center General Ledger system; maintain accounts, including mapping to other systems, process journal entries, and create reporting.
  • Handle all year end Accounts Payable related activities, including reporting and 1099 creation.

The Q Center:
Q Center is more than a conference center – it’s an experience! With 40 years of experience in meeting planning and special event production, Q Center has become an industry leader with boundless versatility and exceptional levels of service. As the largest full-service conference facilities in the Midwest, our vast 150,000+ square-feet of IACC-certified meeting and event spaces regularly host a variety of occasions, from large-scale Fortune 500 company meetings to small business training and special events, like fundraisers and galas. One thing is for sure – food and fun are abundant at Q Center for all to enjoy. From our 95 acres of recreational fun to exploring local sites and indulging in gourmet cuisine, we aim to make every guest experience beyond expectations. Q Center isn’t just for business meetings and conferences – our multi-talented team and event space makes us one of the Midwest’s premier special event venues!

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status or any other characteristic protected by law.

EEO is the Law Supplement Notice Pay Transparency

If you require a reasonable accommodation to complete an application, please email your request to careers@qcenter.com and provide the job title to which you are applying.

Submission Deadline

2024-05-31

If interested, submit résumé to:

Amber Heinzel

amber.heinzel@qcenter.com

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