Accounts Payable Coordinator

Willoughby Golf Club is looking for an Accounts Payable Coordinator who is responsible for ensuring the timely and accurate processing of the Club's accounts payable functions. This position maintains vendor records, reconciles invoices and statements, processes payments, assists with payroll-related cash transactions, and supports the Director of Finance with month-end accounting activities. The full-time role requires exceptional attention to detail, organization, and a commitment to maintaining accurate financial records and a high level of confidentiality.

Essential Duties & Responsibilities

• Receive, review, and file vendor invoices.
• Verify invoices for accuracy and ensure proper departmental approval before payment.
• Code and post invoices to the appropriate general ledger accounts.
• Process weekly check runs, ACH payments, and manual checks as needed.
• Prepare checks and supporting documentation for Controller approval and signature.
• Maintain vendor files, W-9 forms, and credit applications.
• Reconcile vendor statements and resolve invoice discrepancies or outstanding balances.
• Monitor and process vendor credit memos to ensure proper application.
• Maintain and reconcile all corporate credit card statements and supporting documentation.
• Balance and reconcile petty cash and operating cash funds; report discrepancies promptly.
• Prepare payroll and cash deposits as assigned.
• Monitor daily operating and capital account balances.
• Assist the Director of Finance with month-end closing procedures and financial statement preparation.
• Maintain accurate financial records and filing systems.
• Communicate with department managers regarding invoice questions, approvals, and payment issues.
• Provide general administrative support to the Accounting Department.
• Maintain strict confidentiality regarding financial and employee information.

Education & Experience

• High school diploma or GED required.
• Associate degree in Accounting, Finance, Business Administration, or a related field preferred.
• Minimum of two years of accounts payable or accounting experience, or an equivalent combination of education and experience.
• Proficient in Microsoft Windows and Microsoft Office applications, particularly Excel.
• Jonas software experience preferred.

Knowledge, Skills & Competencies

• Understanding of basic accounting principles and accounts payable procedures.
• Ability to accurately process invoices, reconcile statements, and maintain financial records.
• Strong mathematical and analytical skills, including the ability to calculate percentages, discounts, and allocations.
• Excellent organizational skills with strong attention to detail and accuracy.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Strong communication and customer service skills when working with vendors and internal departments.
• Ability to maintain confidentiality of financial and employee information.
• Proficient in operating standard office equipment and computer systems.
• Knowledge of emergency procedures and ability to fulfill assigned responsibilities during emergency situations.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 4 p.m. Occasional evening and weekend work may be required as job duties demand.

Benefits

• Referral program
• 401(k)
• Health insurance
• 401(k) matching
• Paid vacation time off
• Vision insurance
• Dental insurance
• Paid sick time
• Flexible spending account
• Life insurance
• Disability insurance
• Opportunities for advancement
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Equal Opportunity Employer Veterans/Disabled