Accounting and Condo Accounting Specialist

Highgate is a premier real estate investment and hospitality management company widely recognized as an innovator in the industry. Highgate is the dominant player in U.S. gateway markets including New York, Boston, Miami, San Francisco and Honolulu, with a rapidly expanding presence in Europe, Latin America, and the Caribbean. Highgate's portfolio of global properties represents an aggregate asset value exceeding $20B and generates over $5B in cumulative revenues. The company provides expert guidance through all stages of the hospitality property cycle, from planning and development through recapitalization or disposition. Highgate also has the creativity and bandwidth to develop bespoke hotel brands and utilizes industry-leading proprietary revenue management tools that identify and predict evolving market dynamics to drive out performance and maximize asset value. With an executive team consisting of some of the industry's most experienced hotel management leaders, the company is a trusted partner for top ownership groups and major hotel brands. Highgate maintains corporate offices in London, New York, Dallas, and Seattle.

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The Accounting and Condo Accounting Specialist is responsible for ensuring the key functions of payroll processing, cash handling, and accounts receivable processing and collections, are completed in a timely and accurate manner. Serve as the primary liaison for all Jacaranda Condo owners, maintaining positive and responsive communication.

Accounting Clerk Responsiblities

Review and ensure accuracy and appropriateness of all payroll input and output.
• Monitor, prepare, and communicate financial reports in accordance with Highgate Hotels's required due dates.
• Retrieve and process all deposits in accordance with hotel standards.
• Maintain an adequate supply of cash/change and provide cash/change to all departments as needed
• Prepare Cash Over/Short reports on a daily, monthly, and yearly basis.
• Issue and redeem cashier banks as needed by the departments with the approval of the Accounting Manager.
• Audit cashier banks as required by hotel standards. Maintain all documentation.
• Process "due backs" on a timely basis.
• Maintain all cashier contracts.
• Process petty cash receipts and reimbursements on a regular basis and inform management of any deviation to policy.
• Assist the sales effort in establishing customer credit in accordance with Highgate Hotels's policies.
• Assist in the credit process of application processing, reference checks, credit limitation, direct billing list, deposit requirements, and all other credit-related activities.
• Provide customers with accurate and timely invoices, statements, and schedules.
• Respond to customer inquiries in a timely fashion and communicate all issues and/or disputes to the appropriate supervisor(s).
• Maintain an efficient collection process to include an organized filing and tracing system, issuing letters, monitoring returned checks and charge backs, performing collection calls and preparing bad debt write-offs.
• Monitor guest ledger, advance deposit ledger and any other related ledgers to ensure proper internal control.
• Keep management aware of any unusual operation or financial occurrences and/or significant deviations from policies and procedures.
• Ensure overall guest satisfaction.

Condo Accounting Responsibilites

• Utilize and maintain the time and attendance system and process daily, weekly, bi-weekly, semi-monthly, and monthly payroll and related information to include payroll hours, verifying payroll information, recording miscellaneous earnings/deductions, etc.
• Serve as the primary liaison for all Jacaranda Condo owners, maintaining positive and responsive communication.
• Post daily condo batches and review entries for accuracy and completeness.
• Prepare and finalize income statements for the TradeWinds rental program, along with associated documentation, in a timely and professional manner.
• Review month-end statements for accuracy; process monthly owners rental statements and owner payments by the 20th of each month.
• Draft and distribute quarterly update letters to owners.
• Assist with ownership transitions, including preparation of transfer documents and onboarding of new owners.
• Prepare and file 1099-MISC forms at year-end in compliance with tax regulations.
• Generate condo revenue reports twice weekly; collaborate with the Front Desk to maintain a revenue variance below 5% across all units.
• Review and verify billable work orders, ensuring timely and accurate posting; regularly evaluate pricing structures.
• Maintain accurate records of unit renovation charges and ensure timely billing to owners.
• Collaborate with the Jacaranda Beach Villas Association Board of Directors to execute financial and administrative responsibilities effectively and professionally.
• Prepare monthly financial statements and bank reconciliations for the Jacaranda Association.
• Fulfill annual reporting obligations, including coordination and completion of the financial audit.
• Ensure statutory inspections (e.g., Milestone Inspection, Structural Integrity Reserve Study) are completed per DBPR requirements.
• Maintain and organize official records, including updates to the association website, ensuring compliance with record retention and access laws.
• Coordinate quarterly Board of Directors meetings, including preparation of notices, presentation materials, and documentation in accordance with governing documents.
• Lead the annual budgeting process for the Association, including preparation of operating and reserve budgets, and cash flow statements. Ensure compliance with notice and documentation requirements.
• Manage the annual Election of Directors process, ensuring full compliance with election timelines, notification procedures, ballot handling, and meeting minutes as stipulated in governing documents.
• Remain current on the Florida Condominium and Cooperative Acts, DBPR regulations, and Jacaranda Association governing documents to ensure informed and effective performance of management duties.

• High School diploma or equivalent and/or related experience in a hotel or a related field preferred.
• College courses in an associate field preferred.
• Must be proficient in Windows, Company approved spreadsheets and word processing
• Flexible and long hours sometimes required.
• Sedentary work - Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects
• Maintain a warm and friendly demeanor at all times.
• Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
• Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
• Must be able to multitask and prioritize departmental functions to meet deadlines.
• Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
• Attend all hotel required meetings and trainings.
• Maintain regular attendance in compliance with Highgate Hotels Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.
• Comply with Highgate Hotels Standards and regulations to encourage safe and efficient hotel operations.
• Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
• Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
• Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
• Must be able to cross-train in other hotel related areas.
• Must be able to maintain confidentiality of information.
• Must be able to show initiative, including anticipating guest or operational needs.
• Perform other duties as requested by management.