Ho Ng Moy (Maggie)

Key Accountabilities/Tasks: Cost Control Section

• Oversee the daily operations of the Cost Control department and month-end closing process.
• Preparing bi-weekly F&B Cost Flash Report, distribute to all concerned and investigate any issue on Food & Beverage Cost.
• Computation recipe costing provided by the Chefs/Bartenders to advise the Selling Price/Profit Margin of the F&B Menu Items.
• To compute the potential beverage cost for every bars/outlets and analyze against the actual beverage cost.
• To conduct monthly stock take in outlet bars & restaurants, wine cellar and SPA. Subsequently update the stock take lists accordingly in Material Control system.
• Updating Point of Sales system on Discount keys with current/coming promotional menu and festival menu.
• Ensuring monthly Inventory are properly carry out and preparation of Cost Journals on month-end.
• Checking and reconciliation sales menu items, menu pricing that loaded to POS System against menu/digital menu.
• Preparing slow moving reports for Wine Cellar and forward to F&B department monthly to follow up with stocks clearance (Dead Inventory) discussion.
• Involving in Festive projects; eg Mooncake festive, Café Noel, Lunar Year items
• Collaborated with various departments to identify opportunities for cost reduction and process improvement.
• Monitored inventory levels, implementing controls to minimize stock discrepancies while maintaining adequate supplies for business operations.

Key Accountabilities/Tasks: Store Receiving Section

• Oversee and verifies that all items are received, stored and issued according to ACCOR policies and procedures.
• To supervise staffs in Store and Receiving of safe working procedures, ensure to compliance of HACCP standard, SG Clean/ALLSafe, HALALSOP and requirements.
• Ensures storekeepers performing inventory count bi-weekly, replenishment orders based on established par stocks and all store transactions are properly posted into MC System.
• Ensures that all items delivered for the hotel are to go through Receiving Office, all items received with discrepancies are to rectify immediately and all items are delivered to the right outlet/department. During the Receiving process, oversee the Receiving staffs are compliance to Hygiene standard and requirement.
• Ensures all invoices are return to Receiving office after delivery were done and properly posted into MC System. This include printing and checking of posting invoices report end of the day before submission invoices to Finance.
• To arrange fumigation, washing of walk-in-fridge and floor in the store every quarterly and ensure maintenance & service contract schedule for Receiving equipment's are carry out by the agent.
• Reviewing Receiving process every half a year to ensure the workflows are smooth and HACCP and HALAL requirements are compliance.
• Ensure Store and Receiving team are adhere to ACCOR SOP.

ACHIEVEMENT :

RECEIVING & STORE : Implementation process of Receiving workflows in order to compliance to HACCP, HALAL, ALLSAFE requirements to minimize missing invoices and Trolley system in Store.

COST CONTROL : Improvement of daily and monthly work processes, eliminated unnecessary manual paper work which submitted by Culinary team & F&B team.

F&B STORE : To revamp Food and Beverage Store listing to minimize of wastage/spoilage, “Dead Inventory” - to ensure the freshness of items.

Key Accountabilities/Tasks:

• Enhanced financial accuracy by meticulously reviewing and reconciling daily revenue transactions.
• Responsible for completing the Daily Revenue Reports and sending to the Management Team & owner’s office
• Responsible in checking micros interface to opera and investigating any discrepancies if any
• Responsible in checking Banquet revenue through the Banquet Event Order details with postings by Banquet Managers Revenue & no of pax charged should tie to the breakdown stated in the Banquet Event Orders. Any discrepancy to follow up with Banquet Managers & Sales Managers.
• Responsible in balancing the daily credit card transactions to trial balance. Every discrepancy accounted for through rebate credits / payment by staffs.
• Responsible in checking all rebates & paid outs by Front Office, ensuring all rebates are completed with the correct supporting documents & approvals before sending to the Director of Finance & General Manager
• Checking F&B void checks
• Responsible in checking daily reports by Front Office and ensuring its standard as in accordance to audit standards:

a. Out of Service/Out of Order Rooms

b. Room discrepancy

c. Comp rooms and Rate Variance

d. No Show

• Posting of revenue & Statistics to the accounting system
• Follow up on any overages/shortages by cashiers due to undercharge/overcharge – Ensuring rebate credit forms are submitted
• Ensured timely reporting of financial data by adhering to strict deadlines for month-end closing procedures.
• Conducted root cause analyses on identified variances during the audit process, recommending corrective actions to prevent future occurrences.

Key Accountabilities/Tasks: Costing, Receiving and Overseen AR

• Monitoring daily receiving flow in proper manner and accordingly Hotel SOP
• Checking daily invoices that posted by Receiving Supervisor into Inventory Management System before routing to Account Payable
• To compile list of all deliveries after receiving hours. The list is circulated to the FC, Purchasing Manager, Executive Chef and relevant Division Head
• Ensure weighing scale is calibrated regularly and per local regulations where relevant
• · Checking Stores Requisitions are posted on a daily basis into the Inventory Management System.
• Store Par Level is reviewed and updated in Inventory Management System. Written FC approval is obtained for the revision.
• Ensure Store Keeper perform monthly physical inventory count, designated individuals and verified by Accounting personnel. Any inventory variance is investigated and variance report is printed for FC's approval
• Perform monthly physical inventory count at F&B outlet with operation staff assistance.
• Variances between book balances and physical inventory, if any, in respect of all categories of stores have been duly analyzed and specific approvals obtained from the FC for write-off/adjustment
• Quarterly OE count is conducted comprehensively by laying out all items in the ballroom. Breakages records are maintained and monthly tabulation is circulated
• Beverages Spot Check -ensure Bar Inventory Sheet is accomplished daily. Ensure hotel logo or sticker on alcoholic bottle drinks
• Ensure that exact recipe is used for menu item being tested.
• Wastage/Garbage Spot Checks. Ensure that tests are conducted in all kitchen areas [especially towards the end of buffet hours / operation hours] and also at main garbage area of Hotel.
• Prices in POS vs Menu. Ensure that prices in POS are exactly the same as those on the latest menu
• Recipe Costing -ensure recipe is prepared for all menus (including Promotion). Ensure recipe and costing are done before implementation
• Reviewing Order Deviation Report. Preparing or Pulling data for month end journal entry. (F&B monthly Costing)
• SFSMS/ HACCP : Compliance with Corporate Policy

Overseen AR

• Ensure AR Supervisor proceed daily Credit Card and Morning Report reconciliation
• Verification on no show and cancellation charges, City Ledger, Travel Agent Commission, Banquet Billing, PM Billing and Disputes
• Ensure the billing, back end billing, receipt, disputes, city ledger, TA commission are perform in proper manner during month end closing. Statement of Account and AR confirmation balance are sending out to all customer.
• Ensure AR Supervisor preparing data for month end journal entry.

A. Key Accountabilities/Tasks: Payroll cum General Cashier

Payroll (Involved in full cycle of payroll processing) :

• Performs payroll computation for mid-month and end month
• Ensure overtime/allowances/casual labour claims are supported by proper approval and authorizations
• Ensure payroll deductions e.g.: festive advance, loan are processed accordingly
• Prepares input for payroll run including split shift, night allowances, overtimes, housing allowance, special allowance
• Attend to employee enquires in relation to pay issues and coordinates with other departments as necessary
• Reconciliation payroll summary report
• Prepares and posting monthly journal entries
• Prepares of Accrual account for overtimes, casual labor, Provision of OIL, PH and Annual leaves
• Submission of monthly CPF deduction, NS claimed and Tax Clearances to IRAS for resignee with permit holder.
• Prepare monthly internal payroll analysis report as require by HR
• Year-end submission for Tax Clearances to IRAS

General Cashier :

• Daily banking involving of daily collection of Shift Balancing Envelope and reconcile daily cash sales
• Ensures all cash receipts for the shift are properly recorded, balanced and deposited in the hotel’s drop-safe (daily cash drop sheet is duly completed)
• Process due backs daily for Front Office
• Liaise with Department Heads/Supervisor about cashiering problems
• Liaise with Income Auditor on cashiers’ overages and shortages and reconcile any discrepancies
• To prepare Daily GC report and FOREX exchange report
• Monitoring hotel exchange rates and adjust as necessary in accordance with Finance Policy
• Created detailed expense reports to facilitate reimbursement for business expenses incurred.
• To ensure proper of supporting is attach together for Petty Cash reimbursement

B. Key Accountabilities/Tasks: AP cum partial GL

• Matching PO and Invoices
• To make sure the right account code is being input before transferring data from Market Boomer to Accounting system
• Preparing payment by cutting checks., TT and Inter-bank Giro
• Proper filing system for AP documentaries
• Preparing Accrual account, journal entries, reversal of Accrual account and AP Aging report for month-end closing
• Strengthened financial operations by conducting bank reconciliations and financial reporting.
• To check and approve of stock requisition from Beverages Store to outlet’s
• To run period-end and preparing monthly inventories report
• Consolidated Costing report
• Journal entries for Food and Beverages Costing
• Quarterly GST submission
• Reconciled company bank, credit card and line of credit accounts, investigating and resolving discrepancies to keep accounts audit-ready.

Achievement:

Converted manual monthly inventories report into Inventory Management System (Market Boomer). This will help by saving time and to minimize errors making.

1) Duties of Cost Control/Income Audit

Prepare daily flash and cost report

• Update and costing of inter-kitchen / bar transfer
• Checking and update storeroom issuances
• Checking and update daily purchases
• Update recipe costing and new menu in POS system
• Checking and posting of entertainment and officer's check
• Checking and costing of Banquet Order.
• Audit daily F&B sales receipts
• Record vouchers and coupons used.
• Prepare schedule and memo for month-end closing inventory.
• Conduct monthly store and outlets inventory.
• Prepare month end reconciliation report.
• Prepare and Posting of F&B journal entries
• Reconcile purchases with AP
• Conduct stock count for Annual Operating Equipment

2) Accounts Receivable

• Open Daily Shift Balancing Envelope and to re-consult daily cash sales
• To re-consult rooms invoices vs reports. Liaise with members or internal customers through phone, email or walk-in.
• To key member's payment, tax invoices, F&B offline sales transaction to Sun techno system
• Check credit card settlement vs daily system sales details
• To key Banquet deposit and payment
• Offline charge for member's account and others (Minimum Spending Levy)
• Issue CN and DN
• Key in Banquet incentive, car park revenue and non-member's credit card sales
• Attach credit card settlement with bank statement and to in-put AMEX monthly transaction
• Adjustment of Employee ledger and prepare journal entries
• Checking of all transaction that keyed into Suntechno system
• Printing, Sorting, Checking and Mailing of Statement Of Account
• Preparing Ageing reports and Reminder letters based on Club’s constitutions
• Analyzed accounts for delinquencies and other ongoing issues.

Accounts Receivable

• Handle disputes for F&B, Riding, and Sports etc. Liaise with members or internal customers through phone, email or walk-in.
• To ensure all the collection received via cash, credit card, AMEX, cheques, online payment and vouchers receipted to the system.
• Charging of ad-hoc charges to members based on Polo, Riding, F&B, Retail Shop and Membership source documents.
• Generate and invoice recurring charges – subscriptions, livery charges and others.
• Preparing billing invoices to sundry debtors and follow up the payment.
• Process GIRO collections on monthly basis.
• Preparing and sending out the letters for the members who have submitted their Interbank GIRO Deduction form to respective bank.
• To update the GIRO details into members payment mode that approved by bank and sending out the approval letter to members.
• Generate late payment charges and preparing reminder letter based on Club’s constitutions.
• Closing the Club Membership and A/c’s Receivable module monthly.
• Sending out monthly statement to members after closing.
• Generate Ageing reports and to be submitted to Finance Manager.
• Prepare defaulters’ list and suspension list for submission to Finance Manager and Membership Dept. on monthly basis.

Accounts Payable

• Matching DO to GRN to Purchase Requisition to Supplier’s Invoice
• Input Vendors Invoices/Credit Notes into Accounting System.
• Reconciliation of Vendors Statement end of the month before issuing payment.
• Ensured timely vendor payments by managing invoice processing and expense tracking systems.
• To re-consult and Closing A/C’s Payables module monthly.
• Register of Fixed Assets
• Updating of Prepayment schedule.
• Prepare monthly Bank Reconciliation.

Additional assignment:

• Conduct Monthly inventories for F&B outlet
• Updating inventories list and circulate to respective outlet.

Key Accountabilities/Tasks:

• Negotiated favorable pricing with suppliers, achieving significant cost savings for the company.
• Conducted regular market research to stay informed about industry trends and potential new suppliers.
• Monitored inventory levels closely, maintaining optimal stock levels to support business operations without excessive costs.
• Resolved discrepancies between purchase orders and invoices promptly, maintaining accurate financial records.
• Optimized order processing times by creating an efficient tracking system that enables real-time monitoring of purchase orders'' statuses.
• Sourced new vendors and negotiated contracts to reduce costs and improve quality.
• Monitored incoming orders and tracked progress to meet deadlines.
• Analyzed and reported on inventory levels to determine purchasing requirements.

Key Accountabilities/Tasks:

• Evaluated vendor contracts, identifying areas for negotiation or alternative procurement methods to reduce expenses.
• Reduced order processing time by streamlining purchasing processes and documentation.
• Achieved cost savings by negotiating contracts and pricing with suppliers.
• Improved supplier relationships, resulting in better product quality and delivery times.
• Developed strategic sourcing plans to identify potential cost-saving opportunities.
• Maintained optimal inventory levels for production needs through effective forecasting and planning.
• Evaluated vendor performance, ensuring compliance with

company standards and expectations.

• Conducted market research for alternative suppliers, leading to increased competition and improved pricing negotiations.
• Maintained complete documentation and records of all purchasing activities.
• Negotiated policies and contracts with vendors to achieve optimal pricing and consistent availability.
• Negotiated contracts with vendors for cost-effective purchasing terms.
• Sourced new vendors in effort to boost range of products offered in store locations while reducing costs through strategic contract negotiations.
• Evaluated product quality and vendor performance to maintain quality standards.
• Stock Ordering, Receiving and Resourcing.

Key Accountabilities/Tasks:

Retailing in Leather Goods –Ladies handbags, shoes

• Assist all matter relating to Sales and Purchases
• Generating Daily Sales Report, Billing, Preparing D/O, Sales Order and Purchase Order to Departmental Stores
• Credit Control –Debts Collection
• Preparation of monthly report ~ Stock Inventory reports, Stock movement reports
• Preparation of others reports as required by Finance Manager
• Conduct monthly and yearly stocks count of Boutiques, Outlets and Warehouse
• Involved in yearly Warehouse Clearance Sales
• Analyzed accounts for delinquencies and other ongoing issues.
• Built strategic relationships with key account personnel.