Payroll and Labor Management Specialist

Company Description

Fairmont Hotels & Resorts is a renowned luxury hotel brand with a global presence and a commitment to creating lasting memories for our guests. With over 30,000 colleagues worldwide, we are dedicated to delivering exceptional service, fostering a culture of excellence, and making special happen.

Hotel Overview

Located in the heart of downtown Fairmont New Orleans will be an impressive new addition to Fairmont’s luxury portfolio, offering 250 luxury guest rooms, four food & drink venues, a rooftop pool with expansive views of the city, more than 19,000 square feet of function space, and a 10,000 square-foot spa.

This property is destined to become an illustrious destination in the Central Business District, nearby the city’s renowned and historic French Quarter.

Job Summary

The Payroll and Labor Management Specialist is responsible for managing Accounts Payable processes alongside the hotel’s daily cash handling operations. This includes processing vendor invoices, preparing payments, reconciling daily revenue deposits, and maintaining strict control over house banks, petty cash, and cash recycling operations. The role ensures accuracy, transparency, and full compliance with internal controls and audit requirements.

Responsibilities

Receive, review, and process all vendor invoices, ensuring accuracy and completeness through three-way matching (purchase order, invoice, and receiving documentation) via Birchstreet application.; Coordinate timely and accurate payment processing via check, ACH, or wire transfer in accordance with company policies.; Reconcile vendor statements, resolve discrepancies, and respond to supplier inquiries in a professional manner.; Maintain organized and ready audit records of all Accounts Payable transactions and supporting documentation.; Ensure all disbursements are properly authorized and in compliance with internal control requirements.; Collect, verify, and process daily remittance envelopes, ensuring all cash, checks, and card receipts are properly accounted for.; Prepare, balance, and secure daily bank deposits in accordance with hotel procedures and audit requirements.; Maintain strict custody and control of all cash assets, ensuring compliance with treasury and cash handling procedures.; Operate and manage the hotel’s cash recycler and cashier systems, ensuring accurate recording and reporting of all transactions.; Issue, monitor, and reconcile house banks and cash floats to operational departments, always ensuring accountability.; Perform routine and unannounced audits of house banks and cashier tills, investigating and resolving variances promptly.; Maintain optimal cash levels within the recycler, coordinating bank change orders and replenishment as required.; Administer petty cash funds, ensuring all disbursements are properly authorized, documented, and compliant with policy.; Process due-backs, paid-outs, and refunds in line with company and internal requirements.; Maintain detailed records and ensure timely reconciliation of all petty cash and paid-out transactions.; Perform daily reconciliation of cash activity, including matching cash recycler reports to PMS, POS, and Night Audit records.; Prepare and distribute daily and monthly reports, including:; General Cashier Report; Over/Short Report; Deposit summaries; Investigate, document, and resolve all cash discrepancies in a timely manner.; Maintain clear audit trails (physical and digital) for all transactions to support internal and external audit requirements.; Ensure all cash handling, AP, and reconciliation processes align with NCA SOP internal control standards, including segregation of duties and proper approvals.; Safeguard company assets by strictly adhering to cash security procedures and documentation requirements.; Support internal and external audits by preparing documentation and responding to inquiries.; Partner with Front Office, Food & Beverage, and other departments to ensure accurate reporting of revenues and cash handling compliance.; Partner with operations team ensuring that they are processing invoices accurately & timely.; Assist with Accounts Receivable or billing support as needed, including guest and group inquiries.; Provide timely, professional support to internal stakeholders and external vendors.

Requirements

Associate degree in Accounting, Finance, or related field preferred; 1–3 years of experience in accounting, accounts payable, or cash handling roles; Hospitality experience preferred; Proficiency in accounting systems (e.g., Birchstreet, Oracle, Evention, or similar); Strong knowledge of Microsoft Excel and Office applications; Experience with POS systems, PMS (Opera preferred), and cash handling systems; High level of integrity and accountability when handling cash and sensitive financial information; Strong attention to detail and accuracy; Excellent organizational and time management skills; Strong problem-solving abilities with a proactive approach; Effective communication and interpersonal skills