Job Description
Job Description
Position: Accounts Payable Reports to: Controller
Department: Accounting FLSA: Non - Exempt
An Accounts Payable plays a key role within the accounting department, overseeing the accounts payable (AP) function. This position involves day-to-day operations to ensure that bills, invoices, and payments are processed accurately and promptly. The AP also ensures compliance with company policies and accounting standards.
Primary Responsibilities:
- The Accounts Payable ensures the timely and accurate processing of invoices, including matching them with purchase orders and receipts.
- Follow the New Vendor SOP, ensuring that we receive the appropriate W-9 and review vendors in Sunbiz.
- Manage month-end and year-end closing processes related to accounts payable, ensuring the correct accruals and balances.
- Ensure that the approval process of invoices and check preparation follows the internal controls and Club Policies.
- Maintain and manage relationships with vendors to resolve any issues related to payments or invoices.
- Prepare and present reports on AP activities, aging reports, and payment trends to senior management.
- Support the Controller on Audit, providing information as requested.
- Assist the Controller in coordinating internal audits as requested.
- Preparation of Balance Sheet Reconciliation in collaboration with the Senior Accountant.
- Ensure that prompt attention is provided to Members' and Guests' inquiries concerning charges, including dues, Sailing, and other charges displayed on the Club statements and chits.
- Works closely with department heads and managers to ensure that quick resolutions to member and vendor inquiries are achieved.
- Register Credit Card and Club Spots payments received from Members on the System.
- Ensures that meticulous files are maintained for all accounts, adjustments, and settlements.
- Assist the Controller in Preparing Payment Plans and tracking balances for those plans.
- Assists the Controller in Preparing Member Packages for Protocol and/or Credit Collection Agencies.
- Ensures the environment is secure to protect the personal and private information of Members
- Establish regular goals to enhance processes within the Accounting Department and improve overall job performance.
- Advises the Controller of any unusual events and/or deviations of policies or procedures.
- Responsible for installing small equipment, including telephones, TVs, computers, and other necessary equipment for the Club's operation. Must keep a record of all this small equipment for Fixed Asset Listing.
- Completes any additional tasks assigned by the Controller and General Manager.
Position Requirements:
- The individual must demonstrate a working knowledge of computers by operating applications such as Microsoft Office (Word, Excel, Outlook, etc.), as well as the ability to learn and become proficient with the software applicable for performing tasks as an Accounts Receivable Coordinator. Individuals must possess a working knowledge of various office equipment, including a 10-key calculator, telephone, copier, printer, fax machine, and other commonly used office devices.
- Must be able to analyze and convey ideas and information clearly and concisely, both verbally and in written communications, to management, colleagues, and members.
- Must work well in stressful, high-pressure situations, maintaining composure at all times.
- Must be able to sit for extended periods and maintain a high level of concentration and focus.
- Must be willing to handle problems in the workplace, including anticipating, preventing, identifying, and solving problems as necessary.
- Must be able to work with and understand financial information, data, and mathematical functions.
- Must be willing to listen, understand, clarify, and resolve the concerns or issues raised by members, guests, and co-workers.
- Must be willing to cross-train in other accounting functions and Club accounting-related areas.
- Must be able to prioritize job functions to meet deadlines.
- Must be able to work late nights, weekends, holidays, and extended hours as necessary
Education/Experience:
- 2 years of related experience is required, preferably in the Club or Hospitality industry.
- Bachelor's Degree in Accounting, Finance, or a related field strongly desired.
- College courses in a related field are helpful.
Physical Requirements:
- Sedentary work, exerting up to 50 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
This description is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or require that other or different tasks be performed when circumstances change (e.g., changes in personnel, workload, rush jobs, emergencies, or technological developments).
Equal Employment Opportunity and Drug Free Workplace.