Operations Administrator (Finance & HR)

Department:

Administrative/General & Human Resources Reports To:

General Manager /

Vice President of Human Resources Location:

On-Site, Tulsa, Oklahoma, USA Position Type:

Full-Time, Exempt Embassy Suites Tulsa is seeking a dynamic and experienced Operations Administrator to oversee and optimize the hotel's administrative, financial, and human resources functions. This position plays a key role in maintaining financial accuracy, operational compliance, employee engagement, and organizational integrity while supporting the hotel's commitment to exceptional guest service and the Embassy Suites by Hilton brand standards. Our culture is built on professionalism, accountability, transparency, and teamwork. We encourage open communication and collaboration while ensuring that every associate is treated with respect and has the opportunity to contribute to the hotel's success. Position Summary As the Operations Administrator for Embassy Suites Tulsa , you will serve as a central resource for the hotel's administrative, accounting, finance, and human resources operations. You will help ensure the property remains compliant with internal controls, regulatory requirements, company policies, and Hilton brand standards. This role has dual responsibility for accounting/finance and human resources , ensuring financial accuracy, procedural integrity, regulatory compliance, and a positive workplace culture. You will work closely with the General Manager, department leaders, corporate/management company teams, ownership, and Hilton support resources to deliver operational and financial results while maintaining the service standards expected of an Embassy Suites property. Key ResponsibilitiesAccounting & Financial Administration — 60% Oversee property-level accounting functions in accordance with U.S. GAAP, management company internal controls, and applicable Hilton financial reporting requirements. Ensure daily income audit, accounts payable, accounts receivable, general ledger, and related accounting activities are completed accurately and on schedule. Prepare and submit required financial and operational reports, including daily revenue summaries, labor reports, flash reports, and monthly financial reporting. Partner with the General Manager and corporate/management company finance teams on budgeting, forecasting, capital planning, and month-end financial close processes. Reconcile bank accounts, credit card activity, deposits, and other balance sheet accounts. Conduct internal reviews and audits to ensure compliance with company policies, internal controls, and brand requirements. Ensure proper handling, recording, and reconciliation of cash, credit card, deposits, and other payment transactions. Monitor compliance with PCI requirements and company procedures for secure payment processing and financial data protection. Monitor property financial performance through key performance indicators, departmental results, labor costs, and operating metrics. Assist department heads with budget management, expense control, purchasing procedures, and financial accountability. Identify financial discrepancies and work with appropriate departments to investigate and resolve issues promptly. Maintain accurate and organized financial documentation for internal, ownership, management company, and brand audits. Human Resources Compliance & Culture — 40% Manage employee lifecycle processes, including recruitment support, onboarding, transfers, status changes, leave administration, and offboarding. Maintain confidential personnel records and ensure required employment documentation is complete, accurate, and properly maintained. Ensure compliance with applicable federal, Oklahoma, and local employment requirements. Administer and monitor payroll, benefits, PTO, timekeeping, employee status changes, and related HR processes in coordination with corporate HR and payroll providers. Maintain accurate I-9 documentation, employment records, training records, and other required personnel documentation. Serve as a liaison between hotel leadership, employees, and corporate/management company HR resources regarding employee relations, investigations, corrective actions, and performance improvement plans. Support recruitment and retention initiatives designed to attract and retain qualified hospitality professionals. Coordinate required compliance and company training programs, including anti-harassment, workplace safety, ethics, security, and other required training. Maintain accurate OSHA-related records and assist with workplace safety and compliance initiatives. Support employee engagement, recognition, communication, and workplace culture initiatives. Provide guidance to managers regarding company policies, documentation, attendance, performance management, and employee relations matters. Maintain strict confidentiality when handling employee, payroll, compensation, disciplinary, and other sensitive information. Embassy Suites & Hilton Brand Integration Serve as a culture and brand ambassador by incorporating the Embassy Suites by Hilton identity into associate onboarding, training, communication, recognition, and employee engagement programs. Support adherence to applicable Hilton brand standards, operational requirements, financial controls, and guest-service expectations. Collaborate with Hilton regional support, management company representatives, ownership, and quality assurance teams as needed. Assist with preparation for and successful completion of financial, operational, safety, and brand audits. Support the hotel's commitment to exceptional guest service and a welcoming environment for both guests and associates. Help ensure administrative and HR practices support Hilton's service culture and the hotel's operational goals. Promote accountability, teamwork, professionalism, and consistent communication throughout the property. Qualifications Associate's degree in Accounting, Hospitality Management, Business Administration, Human Resources, or a related field preferred. 3+ years of hospitality accounting, hotel administration, or human resources experience preferred, ideally within a full-service or extended-service hotel environment. Previous experience working across both accounting/finance and HR functions strongly preferred. Hospitality accounting experience with systems such as M3 , QuickBooks, or comparable platforms preferred. Experience with payroll platforms such as Inn-Flow, Paychex , or comparable systems. Familiarity with hotel PMS/POS systems such as Opera, Lightspeed, Micros , or comparable systems. Working knowledge of federal and Oklahoma employment laws and HR practices. Strong understanding of hotel accounting procedures, internal controls, payroll processes, and financial reporting. Strong organizational skills and exceptional attention to detail. Ability to manage multiple priorities in a fast-paced, service-oriented hotel environment. Excellent written and verbal communication skills. Strong interpersonal skills with the ability to work effectively with employees, managers, ownership, corporate teams, and external partners. High level of discretion, confidentiality, integrity, and professionalism. Ability to work independently while also functioning effectively as part of the hotel leadership team. Work Environment On-property, full-time position at Embassy Suites Tulsa in Tulsa, Oklahoma. Standard schedule is Monday-Friday, with flexibility to support operational requirements, payroll deadlines, financial closings, audits, and other hotel needs, including occasional evenings or weekends. May require occasional travel for corporate, management company, or Hilton training and compliance events. Position requires regular interaction with hotel leadership, associates, vendors, guests, ownership representatives, and corporate/brand support teams. What We Offer Competitive salary and performance incentives Hilton employee benefits and travel/room discount opportunities Opportunities for professional development and career advancement Supportive and collaborative hotel leadership environment Opportunities for growth within the hotel's management and hospitality portfolio Training and development opportunities through Hilton and the management company Embassy Suites Tulsa is an Equal Opportunity Employer.

Job Type:

Full-time Pay:

$16.00 - $18.00 per year

Benefits:

Relocation assistance

Work Location:

In person