Member Accounting & Financial Reporting Coordinator
Financial Reporting • Member Billing • Accounts Payable • Accounts Receivable
Position Summary
The Member Accounting & Financial Reporting Coordinator is responsible for the accurate and timely processing of member billing, accounts payable, accounts receivable, and the preparation of monthly financial statements. This position plays a key role in maintaining accurate financial records, managing month-end closing procedures, ensuring timely collections and payments, and providing financial reporting to Club ownership and management. The ideal candidate is highly organized, detail-oriented, proficient in accounting procedures, maintains confidentiality, and enjoys working in a hospitality-focused environment.
Essential Duties & Responsibilities
Member Billing
- Prepare and process monthly member statements accurately and on schedule.
- Post member charges, credits, payments, and adjustments.
- Maintain member account records and ensure billing accuracy.
- Research and resolve member billing questions or discrepancies in a courteous and professional manner.
- Process member payments received by cash, check, credit card, ACH, or online payment.
- Monitor delinquent accounts and assist with collection efforts in accordance with Club policies.
- Reconcile member account balances and prepare aging reports.
Accounts Payable
- Process vendor invoices accurately and timely.
- Obtain proper approvals before processing payments.
- Prepare weekly check runs and electronic payments.
- Maintain vendor files, including W-9s and payment information.
- Reconcile vendor statements and resolve billing discrepancies.
- Assist with annual 1099 preparation and reporting.
- Ensure expenses are coded correctly to the general ledger.
Accounts Receivable
- Record incoming payments and deposits.
- Prepare bank deposits and maintain accurate cash receipts records.
- Monitor outstanding balances for banquet, golf outing, and non-member event accounts.
- Follow up on past-due invoices professionally and promptly.
- Work with department managers to resolve payment issues.
General Accounting & Administrative Duties
- Assist with month-end closing procedures and account reconciliations.
- Reconcile credit card transactions and daily deposits.
- Maintain organized accounting files and supporting documentation.
- Prepare reports for management as requested.
- Assist with annual audits and provide requested documentation.
- Maintain confidentiality of member, employee, and financial information.
- Cross-train with other administrative staff to ensure continuity of operations.
- Provide support to the Business Office as needed.
- Perform other duties as assigned.
Monthly Financial Reporting
- Prepare and produce accurate monthly financial statements.
- Complete monthly general ledger reconciliations and ensure all financial transactions are accurately recorded.
- Manage month-end closing procedures to ensure financial statements are completed accurately and on schedule.
- Review monthly revenue and expenses for accuracy and investigate discrepancies.
- Prepare monthly financial reports comparing actual results to budget and prior-year performance.
- Provide monthly financial statements and supporting reports to Club ownership and management for review.
- Assist with annual budgeting, financial forecasting, and year-end closing procedures.
Qualifications
- Associate's degree in Accounting, Finance, Business Administration, or equivalent work experience preferred.
- Minimum of 2 years of accounting, bookkeeping, or office administration experience.
- Experience in hospitality, private clubs, golf clubs, or country clubs preferred.
- Knowledge of accounts payable, accounts receivable, and member billing practices.
- Strong mathematical and analytical skills.
- Excellent organizational and time management abilities.
- Strong written and verbal communication skills.
- Ability to maintain strict confidentiality.
- Excellent customer service skills and professional demeanor.
Physical Requirements
- Ability to sit for extended periods while working at a computer.
- Occasionally lift up to 25 pounds.
- Ability to move throughout the Club to communicate with departments and members as needed.
Core Competencies
- Accuracy and attention to detail
- Integrity and confidentiality
- Customer service excellence
- Organization and time management
- Problem-solving and critical thinking
- Professional communication
- Dependability and accountability
- Ability to manage multiple priorities in a fast-paced environment