GENERAL MANAGER BASIC JOB DESCRIPTION 6 (REPORTS)

SUBJECT                   1.06               REPORTS                                                                 

DAILY REPORT

·         The Hotel Financial Controller in agreement with the General Manager should prepare a daily report issued from the Property Management System (PMS) with a forecast and year-on-year comparisons for key Revenue results and Statistics. A copy of this report should be distributed to all Heads of Department and service.

·         Whenever possible, Heads of Department should be able to view the daily report on their Property Management System terminal. This should economize on paper and photocopies.

QUARTERLY ESTIMATES

·         The financial report and quarterly estimates should be essential tools for the improvement for managing the business. Any anomalies in the receipts or in the costs and expenditures should be highlighted in this report and the General Manager should then analyze the cause of the deviation and determine corrective action to be taken.

·         The quarterly estimates, together with the budgeting system, allow the Financial Controller to take all corrective action necessary for reassigning resources based on a re-estimated volume of activity.

·         Any deviation (estimate/budget) greater than 5% requires an explanation by the General Manager, both as to the causes of the expected deviation and as to the corrective action to be taken.

PROCEDURE

·         The General Manager obtains room estimates from the Front Office / Rooms Division Manager and the Sales Manager, which should be to be communicated to the department supervisors concerned.

·         Each department supervisor should determine their volume of activity on receipt of this information, and calculate the level of personnel costs and expenditure.

·         The Financial Controller should be to assist in the establishment and monitoring of the expenditure information.

·         The data should be analyzed by the General Manager and discussed during a meeting of department supervisors.

·         Each month, not later than 5 working days / after the Period Cut, this document should be sent:

·         To the XXX CEO

·         To Regional Financial Director 1 copy.

WEEKLY REPORT ON PROFIT AND LOSS (P&L) STATEMENT

·         Every week, as soon as the Financial Controller submits the estimate of the simplified Profit & Loss Statement from the preceding week to the General Manager, each General Manager must send a report on Hotel operations to the XXX CEO.

·         The purpose of this report should be to present a financial overview of the hotel to the XXX Regional CEO. This report should also include an explanation of any changes in comparison to budget.