Member Accounting & Financial Reporting Coordinator

Spring Mill Country Club; Ivyland (PA); On-site; USD 52,000 - 62,000; Full time

Job summary

Spring Mill Country Club in Ivyland, PA is seeking a meticulous Member Accounting & Financial Reporting Coordinator to manage member billing, AP/AR, and monthly financial statements, ensuring timely close and accurate records in a hospitality setting.

The role emphasizes accuracy, confidentiality, and collaboration with club management, with responsibilities spanning reconciliations, audits support, and informative reporting for ownership.

Qualifications

• Must have degree or equivalent work experience in accounting/finance.
• Experience in hospitality, private clubs, golf clubs, or country clubs preferred.
• Strong numerical, analytical, and organizational skills.
• Excellent written and verbal communication and ability to maintain confidentiality.

Responsibilities

• Process monthly member statements and postings (charges, credits, payments, adjustments).
• Process vendor invoices with proper approvals and timely payments; manage W-9s and vendor files.
• Record incoming payments, deposits, and reconcile accounts; monitor outstanding balances.
• Assist with month-end closings, reconciliations, audits, and management reporting.
• Prepare monthly financial statements and provide reports to ownership and management.

Skills

Member billing

Accounts payable

Accounts receivable

Financial reporting

Month-end close

Bank reconciliations

Confidentiality

Education

Associates degree in Accounting/Finance

Tools

Microsoft Excel

Accounting software

Job description

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.