Administration Manager (m/f/d)

About the job

Company Description

Founded in 2008 by Serge Trigano and his sons Jérémie and Benjamin (co-founders of Club Med), Mama Shelter is a creator of living spaces and a director of daily life!

Our locations are unconventional places where everyone feels at home – places born from a mix of influences, freedoms, sensations, and emotions. Each Mama tells the story of the city it is located in, and all influences merge together. We offer our guests a cheerful atmosphere and exceptional service at an affordable price. 

More than just rooms and restaurants – Mama Shelter is a dynamic, a vibe: genuine urban retreats, not only aesthetically appealing and modern but also popular, welcoming, and sexy.

Regardless of your role, we are all here to make the customer experience unforgettable.
Our mission: to enrich people with small moments of happiness. 

Our growth enables us to offer our teams great career paths through internal development and international mobility – regardless of qualifications or years of experience.

Mama Shelter is part of Ennismore, a creative hotel group rooted in cultures and destinations with a global brand portfolio. Ennismore is a joint venture with Accor, founded in 2021.

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Our commitment to diversity and inclusion:

Mama is an inclusive company, and our goal is to recruit and promote diverse talents. Our job postings are gender-neutral; the generic masculine is used here only for better readability. 

Job Description

YOUR MISSION:

Interface & Coordination:
You are the central interface between the General Manager and Finance at the Head Office, ensuring smooth information and financial flow. 🔄💼

Budgeting & Planning:
You prepare the annual budgeting in close collaboration with the General Manager, department heads, and the Head Office. 📊📅

Accounts Receivable & Payable Management:
You are responsible for accounts receivable and payable management including data control, lists, dunning runs, invoicing, corrections, and collection cases. 💳📑

Invoice Verification:
You carefully code and check incoming invoices to ensure their accuracy. 🧾✔️

Cost Control:
You monitor and control cost developments in all departments and support optimisation. 📉💡

Month-End Closing:
You prepare documents for the month-end closing (inventories, provisions, etc.) and ensure their completeness. 📚📊

Reporting & Analysis:
You analyse monthly evaluations and correct them together with the General Manager and Resident Manager. 📈🔍

Year-End Closing:
You actively support the year-end closing and contribute to timely completion. 📆✅

Cash Management:
You control and reconcile cash receipts and ensure correct posting. 💰🧾

House Vouchers & Cash Registers:
You monitor the posting of house vouchers and manage the cash registers. 🏦📋

Credit Cards & Billing:
You manage hotel credit cards and process their billing. 💳🏨

Insurance:
You handle the conclusion, adjustment, and cancellation of business insurances as well as claims reporting and compensation checks. 🛡️📄

Contract Management:
You control and manage all relevant contracts. 📑🔐

Project Work:
You support projects in the A&G area and actively contribute. 🚀📌

Administrative Tasks:
You take on further administrative duties as needed. 🗂️

Qualifications

Professional Foundation:
You have completed commercial training or training in hospitality / gastronomy with further education in finance or accounting. 🎓📚

Professional Experience:
You bring experience in a comparable position in finance/controlling, ideally in hospitality or the service industry. 🏨📊

Financial Understanding:
You have a strong understanding of numbers, accounting, cost control, and business contexts. 💰🧠

IT Skills:
You are confident in using MS Office, especially Excel, and ideally have experience with hotel or accounting systems. 💻📈

Analytical Thinking:
You work in a structured, precise manner and quickly recognise connections. 🔍🧩

Sense of Responsibility:
You work independently, reliably, and handle sensitive data confidentially. 🔐

Communication Skills:
You can communicate clearly and professionally with the General Manager, department heads, and the Head Office. 🗣️🤝

Language Skills:
You speak very good German and English, both written and spoken. 🌍

Additional Information

🎶 We are sure you know the rhythm:

1st Verse: We arrange a first telephone interview with our HR department if your application fits our rhythm.
Chorus: After the successful telephone interview, we will see you at Mama, be ready!
(Chorus x2 depending on the position)

Last Verse: Mama will not leave you in suspense; you will receive an answer from us, no matter the outcome.