Accounts Receivable Coordinator (FT)

Grand Traverse Resort; Michigan; On-site; USD 36,000 - 52,000; Full time

Job summary

Grand Traverse Resort seeks an Accounts Receivable Assistant to support billing for resort and member accounts. You will manage documentation, maintain membership files, and ensure timely invoicing and postings. The role includes handling confidential data and supporting monthly and year-end financial processes.

The position requires AR experience and strong Excel/Word skills, with a focus on accuracy and customer service in a fast-paced resort environment.

Qualifications

• Minimum 2 years college experience preferred.
• Accounts Receivable and/or accounting experience required.
• Strong computer skills in Excel and Word.

Responsibilities

• Research and provide support documentation on charges for resort guest and member accounts.
• Maintain a complete file on all member accounts with contracts and correspondence.
• Provide timely and accurate billings and handle posting of charges, adjustments, and payments.
• Maintain secure files for credit card information and manage monthly auto-pay charges.

Skills

Attention to detail

Communication

Patience

Education

2 years college experience

Accounts Receivable experience

Tools

Excel

Word

Abacus

Job description

SUMMARY

To provide support documentation and invoices for Resort accounts receivable and member accounts, and to address any questions or concerns that may arise during that process. To catalog and maintain billing files in the system.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Research and provide support documentation on charges incurred by Resort guest and member accounts
• Maintain a complete file on all member accounts. To include signed contract, copies of any correspondence sent or received, copies of initiation fee payments and refunds and all pertinent information concerning the membership.
• Provide timely and accurate billings of all accounts
• Handle posting of charges, adjustments, and payments
• Maintain a secured file containing all credit card information obtained by the members who wish to participate in our auto-pay program
• Charge member credit cards on a monthly basis if they participate in the above program. This must take place between the 25th or next business day
• Maintain an ongoing spreadsheet containing the member name, number, membership type and amount received for all members which participate in our discounted pre-pay membership program. This spreadsheet must be updated monthly so as to be accurate and presentable for our year end audit
• Meet with guests, groups, and members at their convenience as the need arises
• Verify the Membership/Village Health Club General Ledger ties to the end of month Membership aging. Address any discrepancies
• Field calls from guests, groups, and members and address their concerns and questions
• Cross train in other areas of accounting to assist co-workers when needed
• Follow-up on billings with timely phone calls to verify receipt of invoices and to field any questions or concerns that may arise
• Assist in the collection of past due accounts
• Maintain a log of past due membership accounts and determine if they are to be suspended or cancelled in the event of non-payment. All accounts must be kept current
• Maintain record of Accounting deadlines and monitor their completion
• Assist in the completion of weekly and monthly reports used by Resort departments
• To work closely with other departments in resolving concerns that our guests, groups, and members may have in regards to their billings
• To provide strong support in day to day operations of the Accounting Department
• Maintain a good rapport with fellow employees and reflect a positive attitude
• Complete all assignments requested of you
• Must follow proper grooming and dress standards set forth by the Employee Handbook
• Maintain open line of communication with supervisor
• Must understand and abide by environmental practices of the resort
• Other duties as assigned

EDUCATION/EXPERIENCE

• Preferred candidate would have minimum of 2 years college experience
• Accounts Receivable and/or Accounting experience is required
• Strong computer skills in Excel and Word
• Previous Abacus knowledge a plus

OTHER SKILLS AND ABILITIES

• Candidate must have proper listening skills
• Candidate must be able to maintain patience and professional attitude when dealing with issues that may arise
• Candidate must have the ability to comfortably handle confrontation
• Candidate must have ability to manage, maintain and hold private highly confidential information

SUPERVISORY RESPONSIBILITIES (If applicable)

• Candidate will be responsible for monthly reporting of member counts and maintain confidential information
• Candidate will be required to attend and speak at various departmental meetings

TYPICAL PHYSICAL DEMANDS

• Must be able to sit for long periods of time
• Must be capable of lifting or moving documentation boxes weighing up to 50 lbs.

TYPICAL MENTAL DEMANDS

• There are deadlines that must be met. These include daily, weekly, and monthly deadlines. Candidate must have the ability to work comfortably with these deadlines and meet them as required.
• This position is a direct reflection on the billing department of the Resort. Candidate must be able to listen, engage and resolve difficult issues that guests may present.
• Among many duties, this position involves collection of assets due the Resort. Candidate must be comfortable in making collection calls, informing individuals that accounts may be closed, privileges withheld or involvement of collection firms.

WORKING CONDITIONS

• Must be able to work in a fast-paced environment
• Must be comfortable with the pressure of deadlines
• Must be capable of maintaining a professional attitude when dealing with difficult phone conversations