BASIC FUNCTION
Responsible for the accurate and timely processing of the hotel's payroll, ensuring compliance with all relevant payroll regulations and company policies.
This role also manages the hotel's general cash operations, including receiving, disbursing, and reconciling cash, maintaining accurate cash records, ensuring adequate money supply within the hotel and ensures compliance with internal cash handling procedures.
This position demands exceptional attention to detail, integrity, confidentiality, and strong organizational skills.
Key Responsibilities:
Payroll Management
End-to-End Payroll Processing: Manage the complete payroll cycle using TimeSoft system. This includes verifying basic payroll information, processing new hires, terminations, promotions, salary adjustments, overtime, leave deductions (unpaid, lateness, medical), VPP, AWS, variable bonus and other necessary changes.
Accurate Computation & Distribution: Compute payroll accurately, generate pay slips, and ensure timely distribution of payments (salaries, allowances, deductions, statutory contributions like CPF, FWL, income tax, etc.).
Incentive & Casual Labour Payments: Compile and process monthly housekeeping incentive payments (including verifying room cleaning claims). Verify, process, and reconcile Casual Labour payment vouchers, coordinating with HR for month-end closing.
Compliance & Regulations
Ensure all payroll activities strictly comply with Employment Act, tax regulations (including IRAS reporting like yearly Employment Income submission and IR21 for foreign resignees), CPF requirements, and internal hotel policies and procedures. Stay updated on legislative changes.
Reporting & Reconciliation
Prepare and submit accurate and timely payroll reports to statutory bodies (CPF Board, IRAS) and internal stakeholders.
Generate monthly payroll journal vouchers for general ledger posting.
Prepare regular and special reports (e.g., union welfare fund, Special Employment Credit, Wage Credit Scheme, payroll data for insurance renewal and WICA annual declaration).
Perform monthly reconciliation of payroll accounts, investigating and resolving discrepancies promptly.
Forecasting & Budgeting
Prepare a quarterly payroll forecast, updated monthly, considering staffing changes, increments, and seasonal factors.
Contribute to the development of the annual payroll budget in collaboration with Finance & HR heads.
Prepare payroll data for insurance budget.
Record Keeping & Queries: Maintain accurate, confidential, and organized payroll records (physical and electronic). Address employee payroll inquiries professionally and efficiently.
Liaison: Act as the primary contact for external payroll-related matters, including audits and government inquiries.
General Cashier Duties:
Cash Handling & Reconciliation
Receive, record, and reconcile all cash and cheques deposited via the drop box and cash recycling machine from various hotel departments/cashiers.
Count and verify money submitted in cashier envelopes against departmental reports.
Investigate and follow up on any cashier discrepancies.
Cash Security & Float Management
Ensure the security of all cash held within the cashier's office and during transit, adhering strictly to hotel security procedures.
Maintain adequate cash floats and appropriate change denominations in the cash recycling machine.
Manage and issue departmental cash floats as required.
Administer the cash recycling machine, including managing user access.
Banking & Deposits
Prepare bank deposits for all cash and cheques, ensuring all collections are deposited intact.
Perform bank runs for deposits or withdrawals as needed.
Liaise with banks on routine cash-related matters.
Reporting & Audits
Prepare the Daily Cash Collection Summary Report accurately.
Conduct surprise cash counts on all house floats at least monthly, witnessed by another authorized personnel (e.g., Income Auditor).
Perform monthly audits on cash balances within the Cash Recycling Machine.
Foreign Exchange & Other Cash Tasks
Handle foreign currency exchange transactions for guests according to policy.
Update foreign exchange rates in the Opera PMS system (daily for USD Rooms, monthly for CNY & USD).
Collect and process launderette coin collections as scheduled (e.g., monthly).
Record Keeping: Maintain accurate, organized, and up-to-date records of all cash transactions.
Other Responsibilities:
Assist the Assistant Financial Controller or Director of Finance with other finance-related tasks as assigned.
Maintain a clean, organized, and secure work environment.
Adhere to all hotel policies, procedures, and service standards.
Job Requirements:
Proven experience in end-to-end payroll processing, preferably using TimeSoft or similar payroll software.
Strong understanding of local employment laws, CPF, FWL, income tax regulations, and payroll compliance (e.g., IR21, IRAS submissions).
Experience with payroll forecasting, budgeting, and general ledger posting.
Solid knowledge of payroll reporting, reconciliation, and statutory contributions.
High level of integrity, confidentiality, and attention to detail.
Strong organizational and time management skills.
Experience in handling large volumes of cash, cash reconciliation, and banking procedures.
Familiarity with cash security protocols and hotel cash operations (e.g., floats, cash recycling machines).
Proficient in Microsoft Excel and financial reporting.
Ability to handle audits, both internal and external.
Good communication skills to manage payroll queries and liaise with HR, Finance, and government bodies.
Prior hospitality or hotel industry experience is an advantage.
