Finance Administrative Assistant

About Four Seasons:

Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.         

At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.

About the location:

Find your "pura vida", where adventure and relaxation meet. An unspoiled world of eco-luxury welcomes each guest to Latin America’s ultimate coastal retreat, offering unparalleled access to nature, adventure and relaxation. Central America’s exclusive Forbes Travel Guide Five-Star resort for six consecutive years, Four Seasons Resort Peninsula Papagayo, Costa Rica is the utmost location for adventure travellers, wellness seekers, culinary explorers, and cultural globetrotters. With customized itineraries for families and couples alike, we can’t wait for you to experience “Pura Vida” at Peninsula Papagayo.

Find your "pura vida", where adventure and relaxation meet. An unspoiled world of eco-luxury welcomes each guest to Latin America’s ultimate coastal retreat, offering unparalleled access to nature, adventure and relaxation. Central America’s exclusive Forbes Travel Guide Five-Star resort for six consecutive years, Four Seasons Resort Peninsula Papagayo, Costa Rica is the utmost location for adventure travellers, wellness seekers, culinary explorers, and cultural globetrotters. With customized itineraries for families and couples alike, we can’t wait for you to experience “Pura Vida” at Peninsula Papagayo. 

People Functions:

·        Maintain harmonious and professional relationships with all departments, owners and Home Office.

·        Comply with and enforce Four Seasons’ Category One and Category Two Work Rules and Standards of Conduct as set forth by Four Seasons Hotels and Resorts.

·        Conduct self in a professional manner at all times to reflect the high standards of Four Seasons Hotels and Resorts.

·        Must be willing to work a flexible schedule in order to accomplish the above task.

·        Must be able to work with confidentiality and display good discretion.

·        Must work in a safe, prudent and organized manner.

·        Receive, direct or determine action required on all telephone inquiries whenever they are not independently handled.

Assist in other areas of the accounting office as needed.

Product Functions:

·        Must have a commitment to follow all local and corporate policies and procedures as they relate to the Finance Office.

·        Establish and maintain files on all hotel licenses, contracts, leases and agreements.

·        Maintain an inventory of all necessary forms, stationery and related office supplies for the Finance Office and as needed for the entire hotel/resort.

·        Perform any additional duties as assigned by the Director of Finance or Assistant Director of Finance.

• Oversee active contracts to ensure compliance with terms, timely renewals, pending obligations, and proper documentation. Coordinates with internal departments and external vendors to resolve discrepancies or delays.
• Develops and updates draft versions of contract-related projects, including amendments, addendums, and supporting documentation. Ensures accuracy, alignment with legal guidelines, and internal approval workflows.
• Performs the daily extraction, validation, and upload of electronic invoices into the accounting system. Verifies that invoices comply with statutory and internal accounting requirements.
• Conducts weekly reconciliations between Satcom system data and iScala financial records, ensuring consistency, identifying discrepancies, and documenting necessary adjustments.
• Performs a monthly audit of all petty cash funds, verifying receipts, replenishment needs, and compliance with internal spending policies.
• Carries out a structured reconciliation between electronic invoice system and purchase order systems, validating data integrity and identifying variances requiring corrective action.
• Participates in and validates monthly F&B inventory processes, ensuring accurate stock reporting and alignment with cost‑control standards.
• Generates monthly invoice reports for assigned entities, ensuring completeness, accuracy, and timely submission for financial consolidation.
• Supports periodic reviews of fixed assets, including tagging, physical verification, reconciliation against the asset register, and reporting discrepancies.
• Maintains up‑to‑date records of policies and patents, ensuring accurate reconciliation of expirations, renewals, and supporting documentation.
• Coordinates insurance policy renewals, tracks payment status, and documents incident reports while liaising with insurers and internal stakeholders.
• Supports the tracking and validation of CAPEX expenditures, ensuring alignment with budget approvals, proper coding, and supporting documentation.
• Monitors and processes internal requests related to legal and compliance documentation, ensuring timely submissions, approvals, and renewals.
• Provides documentation, data extracts, and follow-up for internal corporate audit processes, ensuring compliance with audit timelines and requirements.
• Assists with external audit activities, including preparing schedules, gathering evidence, addressing auditor inquiries, and ensuring accurate reporting.

• Performs supplementary administrative or accounting‑related tasks as defined by management in support of departmental objectives.