Bookkeeper/Office Manager
Private Club in Southampton, NY
Nestled in the heart of The Hamptons, this private Club is a member-owned generational family oriented Beach Club featuring spectacular views of the Atlantic Ocean. This private club is open to members and guests only for the summer season and offers an array of food and beverage options, member events, bathing and kids activities.
Job Summary
Manage all financial data including accounts payable/receivable, generating financial reports (balance sheets, income statements), and maintaining compliance. Supervise office staff to ensure daily tasks are complete and manage member expectations. Record keeping is also key and includes tracking daily usage and membership charges.
Although the Club is only open for the summer season, this position is year round. The club opens Memorial Day Weekend and continues on weekends for lunch only until the 3rd week in June. Our regular season starts around June 19, with the club opening 7 days a week until Labor Day. The Club then enters into post season where lunch is served on weekends only. The club offers evening dining on Monday and Friday’s in the regular season with the addition of Wednesday evenings beginning mid-July. In season, you will be required to work weekends and evenings where the club serves dinner as well as holidays. The off season starts the end of October, with the schedule changing to Monday to Friday 9am – 4pm.
Key Job Responsibilities
-
Tracking, processing, and collecting invoices and payments from members and vendors.
-
Accurately posting daily income, expenses, and purchases to the general ledger.
-
Preparing monthly statements for members and ensuring charges are accurate.
-
Matching internal financial records with bank statements monthly to resolve discrepancies.
-
Generating monthly, quarterly, and annual financial statements, such as profit and loss reports.
-
Maintain exact records of accounts payable/receivable. Reconcile accounts payable with invoices, purchase orders and expense reports. Write and issue payments on accounts.
-
Record keeping for all member related charges including bathhouses, chair & umbrella rentals, special events and guest data etc.
-
Ensure chits and daily charges are accurate and recorded correctly.
-
Ensuring compliance with local, state, and federal government reporting requirements, including sales tax.
-
Supervision of office staff and ensuring daily tasks are complete including merchandise sales, invoice data input, answering phones and general admin.
Additional Responsibilities
-
Collects all member charges
-
Posts charges to accounts from all club revenue centers
-
Prepares and mails member charges and statements
-
Receives and reconciles payments on accounts
-
Maintains membership records
-
Audits point-of-sale charges
-
Responds to member billing inquiries
-
Performs miscellaneous office responsibilities
-
Prints daily sales and other revenue reports as requested
-
Completes other appropriate assignments made by the controller
-
Collects and files invoices
-
Audits vendor invoices; assures that all invoices have been approved for payment by the appropriate manager
-
Audits inventories.
-
Purchases and maintains office supplies
-
Balances petty cash and operating cash funds.
-
Assists controller in preparing month-end financial statements
-
Processes all bills for final payment; provides checks with supporting documentation for signing by General Manager
-
Manages all credit memos to assure that no incorrect charges are paid
-
Reconciles vendor statements to assure that all invoices are accounted for
-
Interacts with department heads regarding credit memos and invoice problems
-
Completes other appropriate assignments made by the controller and or General Manager
Required Skills and Qualifications
-
Proficiency with accounting software and excel; experience with Jonas preferred
-
Excellent work ethic, leadership, and communication skills
-
Professional appearance and demeanor
-
Associate’s degree in accounting and a minimum of 3+ years of experience, preferably in a private club setting
Compensation/Benefits
Annual salary is commensurate with experience
-
Ranging from $90,000 – $110,000
-
End of year bonus
-
Benefits include: health, dental, vision, and 401k
