Payroll & Accounting Coordinator

Wequassett; Northern (KY); Hybrid; USD 34,000 - 41,000; Part time

Benefits offered by this job

Paid holidays

PTO + holidays

Parental leave

401k match

Life insurance

Long-term disability

Employee assistance

Gym discounts

Lodging rates

Dining discounts

Growth programs

Referral bonuses

Job summary

The Equinox Golf Resort & Spa in Manchester, VT, seeks a Payroll and Accounting Coordinator to manage biweekly payroll processing, payroll accounting, accounts payable workflows, and related reporting. You will work closely with the Director of Finance, Payroll Specialist, and department leaders to maintain accurate records and timely payments.

This onsite role handles GL and journal entries, benefit invoicing, vendor setup, month-end accruals, and supplier communications, within a four-season

Qualifications

• A minimum of 3 years experience in payroll, accounts payable, accounting, or a related financial operations role required.
• Proficiency with spreadsheets and email required.
• Ability to organize competing deadlines, investigate discrepancies, maintain accurate records, and communicate professionally with employees, vendors, and internal stakeholders required
• Strong attention to detail and ability to handle confidential payroll, employee, vendor, and financial information appropriately required
• Familiarity with payroll, accounting, invoice-management, and banking systems; experience with UKG, Ottimate, and Acumatica is preferred.

Responsibilities

• Coordinate the timely and accurate processing of biweekly payroll in accordance with established procedures and applicable requirements.
• Review timecards for completeness and accuracy, including hours worked, time off, transfers, and required approvals; follow up on discrepancies with the appropriate leaders.
• Audit and reconcile tips, service charges, and incentives for accuracy, including amounts associated with: Food and Beverage operations, including restaurants and banquets
• Golf and beverage carts, Housekeeping incentives, Driver and room-delivery gratuities.
• Prepare and post payroll journal entries, including general ledger (GL) and statistical (STAT) entries.
• Calculate benefit-related amounts from the Payroll Summary Report and prepare invoices for submission to Accounts Payable, including FSA, HSA, and TSA items, as applicable.
• Reclassify garnishments each pay period.
• Prepare and post month-end payroll accruals based on the final payroll of the month, including GL, STAT, and PTO accrual entries.
• Upload monthly benefit invoices from the shared drive for processing, including invoices from Benefit Resources (administrative and COBRA), Axis, Cigna (medical, dental, vision, and supplemental), and New York Life.
• Process and print employee expense reimbursements at the hotel.
• Oversee and work with third party vendor in maintaining Accounts Payable records and workflows
• Upload physical invoices received by mail or through designated email channels; submit COD liquor invoices received by email and print checks at the hotel when required.
• Verify invoice entry and coding performed by third party; respond to related Accounts Payable and bank-reconciliation inquiries.
• Manage Accounts Payable check runs, including preparing weekly payment proposal lists for DOF approval, uploading positive pay files to the bank, and processing on-site checks for in-house distribution.
• Review invoices and verify invoice entries, supporting documents, payment details, and account coding for accuracy before approval or release.
• Set up and maintain vendor records in 3 rd party software and collect and retain required vendor tax documentation.
• Help ensure Accounts Payable transactions are processed accurately and on schedule
• Coordinate with Finance Support to correct invoice issues, process debit adjustments in Acumatica, archive invoices, and address vendor or amount changes.
• Respond to vendor Accounts Payable inquiries and route matters requiring additional authorization or expertise to the appropriate contact.
• Calculate Meals and Rooms Tax and Sales and Use Tax for DOF review and submission.
• Prepare and maintain the prepaid expense schedule and post monthly allocation journal entries.
• Prepare and post month-end Accounts Payable for sewer and water accruals.
• Monitor bank exceptions and fraud alerts, escalating suspicious or unresolved items to DOF
• Support the DOF and General Manager with profit and loss (P&L) reviews, including researching invoices and account details and preparing reclassification journal entries as directed.
• Assist the DOF with ownership requests related to P&Ls, account variances, payroll information, and other general inquiries.
• Provide support to the DOF and General Manager on ad hoc accounting tasks.

Skills

Spreadsheet proficiency

Email proficiency

Attention to detail

Discrepancy investigation

Tools

UKG

Ottimate

Acumatica

Job description

The Equinox Golf Resort & Spa
3567 Main St
Manchester, VT 05254, USA

Description

About Us

The Equinox Golf Resort & Spa is a historic resort destination with deep roots, a strong sense of place, and a reputation for elevated hospitality in one of New England’s most scenic destinations.

Established in 1769 and set against the backdrop of the Green Mountains, the property blends timeless charm with modern amenities, including a championship 18-hole golf course, full-service spa, multiple dining outlets, and extensive meeting and wedding space.

As a four-season destination, The Equinox attracts a diverse mix of leisure, corporate, and event guests year-round, providing team members with dynamic, well-rounded hospitality experience. For candidates who value teamwork, elevated service standards, and professional growth within a destination resort environment, The Equinox also offers the added benefit of working in the vibrant yet close-knit community of Manchester — a town known for its outdoor recreation, scenic beauty, and exceptional quality of life.

The Payroll and Accounting Coordinator supports the resort’s payroll, accounts payable, and accounting operations. The role is responsible for processing payroll-related information, maintaining accurate financial records, coordinating invoice and payment workflows, and assisting the Director of Finance and General Manager with reporting and operational requests. The position works closely with the Payroll Specialist, Finance Support, department leaders, and vendors.

Job Summary

Payroll Processing:

• Coordinate the timely and accurate processing of biweekly payroll in accordance with established procedures and applicable requirements.
• Review timecards for completeness and accuracy, including hours worked, time off, transfers, and required approvals; follow up on discrepancies with the appropriate leaders.
• Audit and reconcile tips, service charges, and incentives for accuracy, including amounts associated with: Food and Beverage operations, including restaurants and banquets
• Golf and beverage carts, Housekeeping incentives, Driver and room-delivery gratuities.

Payroll Accounting:

• Prepare and post payroll journal entries, including general ledger (GL) and statistical (STAT) entries.
• Calculate benefit-related amounts from the Payroll Summary Report and prepare invoices for submission to Accounts Payable, including FSA, HSA, and TSA items, as applicable.
• Reclassify garnishments each pay period.
• Prepare and post month-end payroll accruals based on the final payroll of the month, including GL, STAT, and PTO accrual entries.
• Upload monthly benefit invoices from the shared drive for processing, including invoices from Benefit Resources (administrative and COBRA), Axis, Cigna (medical, dental, vision, and supplemental), and New York Life.

Accounts Payable:

• Process and print employee expense reimbursements at the hotel.
• Oversee and work with third party vendor in maintaining Accounts Payable records and workflows
• Upload physical invoices received by mail or through designated email channels; submit COD liquor invoices received by email and print checks at the hotel when required.
• Verify invoice entry and coding performed by third party; respond to related Accounts Payable and bank-reconciliation inquiries.
• Manage Accounts Payable check runs, including preparing weekly payment proposal lists for DOF approval, uploading positive pay files to the bank, and processing on-site checks for in-house distribution.
• Review invoices and verify invoice entries, supporting documents, payment details, and account coding for accuracy before approval or release.
• Set up and maintain vendor records in 3 rd party software and collect and retain required vendor tax documentation.
• Help ensure Accounts Payable transactions are processed accurately and on schedule
• Coordinate with Finance Support to correct invoice issues, process debit adjustments in Acumatica, archive invoices, and address vendor or amount changes.
• Respond to vendor Accounts Payable inquiries and route matters requiring additional authorization or expertise to the appropriate contact.

Accounting and Financial Support:

• Calculate Meals and Rooms Tax and Sales and Use Tax for DOF review and submission.
• Prepare and maintain the prepaid expense schedule and post monthly allocation journal entries.
• Prepare and post month-end Accounts Payable for sewer and water accruals.
• Monitor bank exceptions and fraud alerts, escalating suspicious or unresolved items to DOF
• Support the DOF and General Manager with profit and loss (P&L) reviews, including researching invoices and account details and preparing reclassification journal entries as directed.
• Assist the DOF with ownership requests related to P&Ls, account variances, payroll information, and other general inquiries.
• Provide support to the DOF and General Manager on ad hoc accounting tasks.

We are proud to offer competitive wellness options and perks for both our Part Time and Full Time employees;

• Time off package including state VT Sick time for all employees, as well as a generous PTO plan plus 10 paid Holidays for full-time status employees
• EOS Family Matters Program of 3+ months fully paid parental leave for new parents
• Retirement savings option of 401k with employer match of up to 4% for all employees
• Complementary $25K in Life insurance and $1K/mo. in long-term disabilitycoverage for full-time employees
• Optional additional Disability, Life and AD&D, Critical Illness, and Accident Insurance options
• Company-funded Employee Assistance Program for life challenges and mental health resources
• Additional Health & Wellness benefits including prescription and gym membership discounts
• Competitive wages with ongoing market analysis
• Annual performance evaluations with eligible compensation adjustments
• EOS Employee/Immediate Family Lodging Rates as low as $59 per night
• EOS Friends and Family Lodging Discounts
• EOS Dining Discount of 50% Off F&B at EOS Hospitality portfolio locationsduring travel
• Discounted lodgingratesfrom New England Inn & ResortAssociation partners
• Pathways for growth and professional development including structured training and EOS Educational Reimbursement Program
• Internal referral bonus programs up to $500 per referral
• Incentive opportunities for both hourly and managerial roles
• Supportive, open workplace culturewith flexible and understanding work-life equality

Compensation

This is an hourly, onsite position with opportunity for full time hours and a starting wage range of $25.00 - $30.00 per hour based upon experience. Additional variable guest tips may be earned. Final compensation package offer is subject to change based on a variety of complex factors unique to each candidate including experience, education, skill set, and applicable certifications.

Key Skills & Experience Required

• A minimum of 3 years experience in payroll, accounts payable, accounting, or a related financial operations role required.
• Proficiency with spreadsheets and email required.
• Ability to organize competing deadlines, investigate discrepancies, maintain accurate records, and communicate professionally with employees, vendors, and internal stakeholders required
• Strong attention to detail and ability to handle confidential payroll, employee, vendor, and financial information appropriately required
• Familiarity with payroll, accounting, invoice-management, and banking systems; experience with UKG, Ottimate, and Acumatica is preferred.

Essential Functions of the Job

• Ability to remain seated for up to 8 hours
• Ability to walk the property and grounds frequently
• Ability to communicate and exchange information effectively
• Ability to read, write, speak, and understand basic English
• Ability to complete a satisfactory background check
• Ability to work well under pressure in a fast-paced environment
• Ability to work cohesively with fellow employees and departments
• Ability to access and accurately input information into a computer using Excel software and other various software programs
• Proficient in basic mathematical and calculator skills to prepare mathematical calculations without error
• Proficient in Office machines: operate calculator/10-key by touch, copier, fax, telephone
• Must possess the ability to post and balance large amounts of charges efficiently and accurately

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.