We’re looking for a positive, dependable multitasker to become the heartbeat of the Dora Hotel Company corporate office!
In this role, you’ll keep the office running smoothly while supporting vendors, office guests, hotel general managers and our corporate team. From coordinating meetings and maintaining supplies to organizing correspondence and assisting our Operations Team, no two days will look exactly the same.
You’ll also play an important role in Accounts Payable by entering invoices, maintaining vendor information, resolving discrepancies, reconciling statements and coordinating check runs. If you love helping people, creating order and checking items off a well-organized to-do list, we would love to meet you!
What You’ll Do
Office Administration
- Welcome office visitors and vendors with a friendly smile, direct them to the right person and assist with their needs.
- Manage the day-to-day functions of the corporate office.
- Keep office, kitchen and housekeeping supplies stocked and organized.
- Maintain the corporate office calendar and prepare weekly office notes.
- Coordinate mailings and manage postage accounts.
- Organize meetings and lunches held at the corporate office.
- Post job openings and job descriptions for hotel properties and the corporate office.
- Update hotel property statistical sheets each month.
- Help maintain a clean, organized and welcoming office environment, including coordinating waste and trash services.
- Work with the Corporate Construction Manager to coordinate office maintenance and repairs.
- Notarize documents as needed.
- Prepare Team Associate anniversary letters for distribution.
- Provide ongoing support and assistance to the Dora Operations Team.
Accounting & Accounts Payable
- Enter corporate invoices and assist with invoice entry for hotel properties.
- Set up new vendors and maintain accurate vendor profiles and information.
- Coordinate check runs for all U.S. properties on the 1st and 15th of each month.
- Coordinate check runs for Kellogg and Canadian properties on the 10th, 20th and 30th of each month.
- Manage the full check-run process, including invoice approvals, check printing, ACH payment verification, approval for release and mailing checks.
- Investigate and resolve invoice discrepancies or errors.
- Process biweekly payroll withholding payments through EFTPS.
- Import property payroll information from Kronos into the M3 accounting system.
- Assist the Human Resources and Payroll teams with various projects, including maintaining motor vehicle report releases for the insurance agent.
- Provide ongoing support and assistance to the Dora Accounting Team.
What You’ll Bring to the Team
- A positive attitude and a genuine desire to help others.
- Excellent organizational skills and strong attention to detail.
- Strong problem-solving skills and the ability to quickly assess calls from vendors or employees and connect them with the appropriate team member.
- The ability to maintain a primarily in-person schedule, Monday through Friday from 8:00 a.m. to 5:00 p.m. Some flexibility is available.
- Previous Accounts Payable experience is preferred.
- Experience working for a hotel management company is preferred.
- An active State of Indiana notary commission is preferred. A willingness to obtain one is required.
- Strong proficiency in Microsoft Excel, Word and Teams.
- Experience with M3 Accounting Core and Opera Property Management System is preferred.
If you’re organized, approachable, detail-oriented and enjoy being the person everyone can count on, you may be the perfect addition to the Dora Hotel Company team!