Hotel Accounting & Vendor Coordinator

This is a Full Time Job

Vibee - Properties Administrator (Contract)

THE ROLE

Vibee is seeking a detail-driven Properties Administer to support our global hotel programs by managing vendor set-ups, invoice processing, reconciliations, and financial reporting. This role connects the Property Partnerships and Finance teams, ensuring all hotel-related financial activity is accurate, compliant, and timely.

The ideal candidate has a strong foundation in bookkeeping and accounting, thrives in a fast-paced environment, and is eager to support large-scale international operations across the travel and hospitality ecosystem. This position will report to the Project Manager, Properties.

RESPONSIBILITIES

Vendor & Invoice Management
• Set up and maintain vendor records across global markets in partnership with Property Partnerships and Finance.
• Ingest, review, and process high volumes of invoices with precision and efficiency.
• Identify and resolve discrepancies in billing, hotel statements, and guest chargebacks.
• Communicate directly with hotel partners and vendors to ensure proper documentation and timely payments.

Financial Reporting & Reconciliation
• Reconcile full hotel programs, including deposits, payments, and outstanding balances.
• Prepare reports using Excel, Google Sheets, and internal tools.
• Support month-end and year-end close activities to ensure accurate reporting.

Cross-Functional Support
• Collaborate with Property Partnerships, Finance, and Fan Experience teams to streamline accounting workflows.
• Manage expense reporting for department leadership, including the Vice President of Property Partnerships.
• Maintain compliance with internal financial controls and international accounting standards.
• Contribute to improving accounting processes and data integrity across hotel operations.
• Train and provide support in onboarding team members, clients, vendors and partners when needed
• All other projects and initiatives as identified.

QUALIFICATIONS
• Associate's degree in Accounting, Finance, or related field (Bachelor's preferred).
• 2+ years of experience in bookkeeping or accounting (A/P, A/R, reconciliations).
• Hospitality, travel, or business management experience strongly preferred.
• Proficiency in Microsoft Excel (VLOOKUP, Pivot Tables) and Google Sheets; QuickBooks or similar software experience a plus.
• Understanding of international tax compliance and financial reporting standards a plus.
• Highly organized with strong attention to detail and the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Spanish fluency is a plus, but not required.
• Ability to maintain confidentiality and demonstrate professionalism in all financial matters.
• Must be available for partial overlap with European and West Coast business hours due to global operations.

WORK ENVIRONMENT
• Must be able to tolerate loud noise levels & busy environments in dynamic work locations
• May work in drastic temperature climates while on site at events
• Must be willing to travel to work during holidays, evening and weekend hours, as required, to meet deadlines

Applicants for employment in the U.S. must possess work authorization, which does not require sponsorship by Vibee for a visa.

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Vibee recruitment policies are designed to place the most highly qualified persons available in a timely and efficient manner. Vibee may pursue all avenues available, including promotion from within, employee referrals, outside advertising, employment agencies, internet recruiting, job fairs, college recruiting and search firms.